RFP # 75-06042025_ Vendor Questions.pdf

RFP # 75-06042025 Consulting Services for Assessment of Community College Collaboration

Responses to Vendors’ Questions

1. 1.0 Purpose and Background, page 7 (Technical Question) – Our firm responded to RFP #75-05062024 in August 2024, can you share any information about why that opportunity was cancelled and the RFP was reissued?

a. The original RFP process did not proceed to the award stage due to internal administrative timelines. Specifically, the time taken to submit a request for award to the North Carolina Department of Administration, Division of Purchase and Contract, exceeded the allowable timeframe.

2. Is there an incumbent currently working on the project or a similar project?

a. No, there is no one currently working on this project or any similar project

3. 7.0 Attachments, page 20 - Are there alternate links for Attachments C through G? None of the links in the RFP work.

a. Please see Consulting Services for Assessment of Community College Collaboration to Provide Advanced Manufacturing Workforce Training Addendum - 1 for updated links to Section 7.0 ATTACHMENTS.

4. Section 2.6, Page 10 - Do you want all sections/attachments provided within one consolidated document (or attached separately) as part of submission? It appears we can either submit one or multiple files per the portal.

a. We will accept proposals that are consolidated into one file or proposals that are submitted as multiple files.

5. RFP Section 7.0 Attachments, Attachment B through G, Page 20 - Please note, the weblinks for the attachments are broken. Please confirm that the correct versions of the forms can be downloaded at the following URL:

https://www.doa.nc.gov/divisions/purchase-contract/vendor-forms

a. Please see Consulting Services for Assessment of Community College Collaboration to Provide Advanced Manufacturing Workforce Training Addendum - 1 for updated links to Section 7.0 ATTACHMENTS.

6. Section 5.3, pg. 15 - Timeline Flexibility: Is there any flexibility in the Project timeline, particularly concerning the final deliverable due date of April 30, 2026, in case of unforeseen delays?

https://www.doa.nc.gov/divisions/purchase-contract/vendor-forms

a. Any flexibility with the final deliverable date would ned to be worked out with the college as delays were encountered

7. Would you consider extending the proposal due date for an additional week, given that Answers will be provided only one week before proposals are due?

a. To stay on the timeline we would prefer to stick with the original date.

8. 4.1 Pricing, page 12 – What is the source of funding for this project?

a. The project is being funded with state funds

9. 4.1 Pricing, page 12 – What is the do-not-exceed budget for this project?

a. We are not permitted to share the budget. Each proposal will be evaluated based on the specifications and scope of work outlined in the RFP. The contract will be awarded to the most responsive and responsible bidder.

10. RFP Section 7.0 Attachments, Attachment A: Cost Proposal, page 19 - So that we can best tailor our response, can you share the budget range that has been established for this project?

a. We are not permitted to share the budget. Each proposal will be evaluated based on the specifications and scope of work outlined in the RFP. The contract will be awarded to the most responsive and responsible bidder.

11. Section 7.0, pg. 19 - Budget Constraints: Are there any budgetary constraints or expectations that we should be aware of when preparing our cost proposal?

a. We are not permitted to share the budget. Each proposal will be evaluated based on the specifications and scope of work outlined in the RFP. The contract will be awarded to the most responsive and responsible bidder.

12. Do you have a fixed budget that we need to work within for this project?

a. We are not permitted to share the budget. Each proposal will be evaluated based on the specifications and scope of work outlined in the RFP. The contract will be awarded to the most responsive and responsible bidder.

13. Can you tell me if there is a budget range for the RFP?

a. We are not permitted to share the budget. Each proposal will be evaluated based on the specifications and scope of work outlined in the RFP. The contract will be awarded to the most responsive and responsible bidder.

14. Do you have a budget range for this project?

a. We are not permitted to share the budget. Each proposal will be evaluated based on the specifications and scope of work outlined in the RFP. The contract will be awarded to the most responsive and responsible bidder.

15. Is there a budgeted award value or level of effort that could be supplied for guidance for this solicitation?

a. We are not permitted to share the budget. Each proposal will be evaluated based on the specifications and scope of work outlined in the RFP. The contract will be awarded to the most responsive and responsible bidder.

16. Section 4.1: Pricing, Page 12 - Please provide details on the financial resources allocated for this project, including any grants or other funding sources. Additionally, are there any financial constraints, such as budgetary limitations or restrictions tied to grants, that we should take into account while preparing our proposal?

a. We are not permitted to share the budget. Each proposal will be evaluated based on the specifications and scope of work outlined in the RFP. The contract will be awarded to the most responsive and responsible bidder.

17. Are you open to conducting virtual meetings/interviews in order to reduce costs and improve participation by employers?

a. Yes, we are open to virtual meetings/interviews in order to reduce costs and improve participation by employers.

18. 4.4 HUB Participation, page 13 – Is the 10% HUB utilization goal a requirement for submission?

a. No

19. 4.4 HUB Participation, page 13 – If the proposing firm is not a HUB and does not intend to use subcontractors, is the HUB participation goal still applicable?

What is the scoring weight for HUB participation?

a. The RFP serves to identify those vendors that are minority owned or have a strategic plan to support the State’s Historically Underutilized Business program by completing Attachment D. Proposals will be evaluated based on criteria in Section 3.4 EVALUATION CRITERIA of the RFP.

20. 5.2 Specifications, page 15 – The RFP requests “a critical analysis of the existing and projected capacity for manufacturing and support industries.” Can you provide clarification on support industries? What level of supply chain do you expect to be analyzed?

a. By "support industries," we are referring to local industries that provide services, materials, or components essential to manufacturing operations—such as logistics, machining, maintenance, tooling, or industrial services. The intent is to assess existing and projected capacity within the Triad region, focusing on those sectors that directly align with or enable advanced manufacturing. We do not expect a full supply chain analysis, but rather a practical review of the local ecosystem to inform relevant training and workforce needs.

21. 5.2 Specifications, page 15 – The RFP requests “determining need, feasibility and practicality of creating a “Triad East Center for Advanced Technology.”

What level of detail is expected as a part of this determination, e.g., square footage, funding, staffing, operational costs, etc.?

a. We hope the RFP process will help provide precisely that level of detail.

As part of determining the need, feasibility, and practicality of establishing a Triad East Center for Advanced Technology, we are seeking analysis and recommendations regarding square footage, funding requirements, staffing models, operational costs, and other key infrastructure elements necessary to support the region’s targeted industries.

22. 5.3 Tasks/Deliverables, page 15 – The RFP asks for an analysis of “return on investment of a Triad East Center for Advanced Technology.” Have measures of return already been identified? What are these measures, e.g., workers improved, students trained, revenue from incumbent workforce training, completion, graduates, etc.?

a. Specific measures of return on investment have not yet been formally identified. However, potential indicators may include the number of new students and incumbent workers trained, enrollment growth, retention, and graduation rates. We welcome recommendations on additional metrics that would effectively demonstrate the center’s impact and sustainability.

23. 5.3 Tasks/Deliverables, page 15 – The RFP requests “a report detailing an understanding of what the existing facilities and programs are capable of providing.” Is the College also seeking an analysis of gaps in education/training offerings and related recommendations?

a. Yes, the College is seeking not only a summary of existing facilities and program capabilities, but also an analysis of gaps in education and training offerings. We are also interested in identifying any overlaps or duplications in current training availability to better align resources, avoid redundancy, and inform future program development.

24. 5.1 General, page 14 - Will the college provide contact information for regional advanced manufacturing businesses? Will the college be available to support access to manufacturers and assist with the dissemination of surveys and/or meeting invitations?

a. The Colleges are willing to provide contact information for existing regional advanced manufacturing partners, while also encouraging outreach beyond our current network. While we will support access and help identify key stakeholders, we would expect the selected firm to lead the dissemination of surveys and meeting invitations as part of their engagement strategy.

25. Does Alamance Community College (or its partners) have contact information for local plant managers or HR directors, and are you prepared to handle all logistics for scheduling meetings and interviews?

a. The Colleges are willing to provide contact information for existing regional advanced manufacturing partners, while also encouraging outreach beyond our current network. While we will support access and help identify key stakeholders, we would expect the selected firm to lead the dissemination of surveys and meeting invitations as part of their engagement strategy.

26. Section 5.1, pg. 14 - Scope Clarification: Could you provide more details on the specific industries within Advanced Manufacturing that are expected to be the focus of the Workforce Training? This will help us tailor our Analysis to the most relevant sectors.

a. The workforce training focus is expected to align with key advanced manufacturing sectors prevalent in the Triad region. These include, but are not limited to, automotive manufacturing, textiles, aerospace, precision machining, industrial maintenance, and logistics. We encourage the consultant to analyze regional labor market data and engage industry stakeholders to confirm and refine the most relevant sectors for targeted training.

27. How many manufacturing companies do you anticipate being involved in the project, providing input in some form?

a. The number of manufacturing companies involved will be based on the consultant’s analysis and engagement strategy. Our goal is to provide a thorough and representative snapshot of the local industry, so we anticipate the consultant will engage a diverse and meaningful cross-section of manufacturers across the Triad region to inform the study.

28. Do you seek to gather manufacturers primarily in focus groups, or would individual interviews be preferred since we seek to gather projected hiring needs (which some would consider confidential)?

a. We are open to either approach or a combined approach and would look to the selected firm to recommend the most effective method for gathering meaningful input. s. The final approach should balance confidentiality with the goal of capturing comprehensive and actionable data.

29. 5.1 General, page 14 – Do any of the 3 participating colleges have existing manufacturing industry sector partnership? If so, do these partnerships currently work together?

a. Yes, the three participating colleges each have existing partnerships within the manufacturing sector. While these partnerships are primarily local to each institution, the colleges do collaborate on a number of projects and maintain regular communication with one another. This existing collaboration provides a strong foundation for potential alignment and regional coordination through this initiative.

30. 6.2 Post Award Project Review Meetings, page 16 – Do you anticipate any stakeholder engagement in addition to these monthly meetings? Do you anticipate this engagement being in person, virtual, or a combination?

a. Any stakeholder engagement beyond the scheduled monthly meetings would be at the discretion of the selected firm and based on the needs of the project. While virtual meetings are acceptable and often preferred for efficiency, occasional in-person engagement may provide added value, particularly when building relationships or conducting in-depth discussions.

31. Section 5.3, pg. 15 - Stakeholder Engagement: What level of Engagement is expected with Industry Partners and other Stakeholders during the Project?

Will ACC facilitate introductions, or should the Consulting Firm independently establish these connections?

a. The level of engagement with industry partners and other stakeholders will be based on the needs and recommendations of the selected consultant.

All three colleges are committed to supporting the project by facilitating introductions to existing partners and key regional stakeholders. However, we also welcome and encourage the consultant to establish new connections that could strengthen the overall analysis and outcomes of the project.

32. Section 3.4, pg. 11 - Collaboration Model: What are the expectations for the proposed cooperative governance model for the Triad East Center for Advanced Technology (TECAT)? Are there any existing models or frameworks that ACC prefers or wishes to avoid?

a. There is no predetermined governance model or framework that ACC prefers or wishes to avoid for the Triad East Center for Advanced Technology (TECAT). However, it is essential that any proposed cooperative governance structure ensures equal representation and shared ownership among the three participating colleges. The goal is to establish a collaborative and transparent model that supports joint decision-making, resource alignment, and long-term sustainability.

33. Section 6.2: Post Award Project Review Meetings, Page 16 - Are there any other recurring meetings that would require reporting other than the Project Review Meetings?

a. There are no additional recurring meetings required beyond the Project Review Meetings. However, we are open to holding additional meetings if recommended by the consultant to support project goals, facilitate stakeholder engagement, or address emerging needs throughout the process.

34. Section 5.3, Pages 15-16 - Is access to internal institutional data and stakeholder interviews at three colleges anticipated or already coordinated?

What degree of access and participation can we expect from leadership, faculty, etc. at the three colleges—during the data-gathering and validation phases?

a. All three colleges are fully supportive of the project and committed to its success. Each institution will work collaboratively with the selected consultant to ensure access to relevant internal data and facilitate stakeholder interviews as needed. Leadership, faculty, and staff are expected to participate in the data-gathering and validation phases to provide the insights necessary for a well-informed and comprehensive analysis.

35. Section 1.0: Purpose and Background, Page 7 - What specific regional entities (government agencies, educational institutions, industry partners) are anticipated to be key stakeholders in the project beyond the community colleges mentioned? Have they been established?

a. In addition to the three participating community colleges, several regional entities are anticipated to be key stakeholders in this project. These include AdvanceNC, NCWorks, regional workforce development boards and councils, and apprenticeship consortia. While specific stakeholders will be further defined as the project progresses, these organizations represent important partners in aligning training efforts with regional economic and workforce needs.

36. Section 3.4, pg. 11, Section 5.1, pg. 15, Section 5.3, pg. 16 - Data Sources:

Are there specific Data sources or industry partners that ACC expects the Consulting Firm to engage with during the Analysis of Workforce needs and capabilities?

a. There are no specific data sources or industry partners that have been formally defined at this time. However, we expect the consulting firm to utilize a combination of regional labor market data, state and federal workforce databases, and input from key industry stakeholders to conduct a thorough analysis of workforce needs and capabilities. The colleges will support access to relevant local contacts and resources as needed.

37. 5.1 General, page 14 – Does the college have preference for an in-state vendor?

a. The most qualified, responsible, responsive bidders will be considered.

38. Will preference be given to North Carolina-based bidders?

a. The most qualified, responsible, responsive bidders will be considered.

39. 6.2 Post Award Project Review Meetings, page 16 – Do you expect the vendor to attend regular monthly meetings in person, virtually, or a combination?

a. Regular monthly meetings may be held virtually, which is fully acceptable.

However, in-person attendance is also an option and may be beneficial at key milestones or as needed, based on the consultant’s recommendation and the needs of the project.

40. 6.1 Contract Manager and Customer Service, page 16 – Has a Steering Committee been formed for the project? Who is represented on that committee?

a. The steering committee will consist of representatives from Alamance Community College, Randolph Community College, and Guilford Tech Community College

41. Section 5.0, pg. 14 - Scope Clarification: Will we work with the Dean of Colleges within respective institutions for the development of refined Scopes of Work (SOW)/Baselines?

a. The selected partner will work with representatives from Alamance Community College, Randolph Community College, and Guilford Tech Community College. Could include Faculty, Deans, and Senior Leadership

42. 6.1 Contract Manager and Customer Service, page 16 – Who will be the main point of contact for this project?

a. Justin Snyder, Senior Vice President of Student Learning and Workforce Development at Alamance Community College, will serve as the primary point of contact for the project.

43. Section 3.1, Page 11 - Is Alamance Community College leading this effort, or is the assessment being conducted as an equal partnership among Alamance Community College, Randolph Community College, and Guilford Technical Community College?

a. This is a collaborative effort, and all three colleges are equally invested in the planning, development, and outcomes of the project.

44. Section 5.1, pg. 14 - Scope Clarification: Are any of the three Community College locations seen as the leading or managing location?

a. There are no preconceived leading or managing locations among the three participating community college

45. Section 5.3: Tasks/Deliverables, Page 15 - How much time - and across which individuals – has been allocated by the three community colleges for collaboration and project management for this effort (e.g., hours/week)?

a. The three community colleges are fully committed to the development of a viable project and will dedicate the necessary time and personnel to support its success. While specific time allocations have not been predetermined, each institution will work closely with the selected consultant to define appropriate levels of involvement and identify key individuals for collaboration and project management throughout the process.

46. Section 1.0: Purpose and Background, Page 7 - Can you provide more context about ACC's experiences with past collaborations among community colleges and their outcomes?

a. The three participating colleges each have existing partnerships within the manufacturing sector. While these partnerships are primarily local to each institution, the colleges do collaborate on several projects and maintain regular communication with one another. This existing collaboration provides a strong foundation for potential alignment and regional coordination through this initiative.

47. Section 5.3, Pages 15-16 - Assuming TECAT is approved to move forward, does ACC have a target timeline or desired sequencing for development and launch phases following this initial assessment?

a. The timeline and sequencing for development and launch phases will be determined based on the outcomes of the initial assessment and the overall viability of the project. Once key factors, such as site readiness, program scope, partner commitments, and resource availability, are better understood, colleges can establish a realistic and strategic timeline aligned with institutional priorities and community needs.

48. If a TECAT facility is advised by our findings, how many sites or buildings do you anticipate would need to be evaluated, and are these under control of ACC or its partners?

a. The number of sites or buildings to be evaluated would depend on the information provided during the project viability phase. This determination will be informed by the scope, partnerships, and intended program delivery model outlined in the initial findings.

49. RFP Section 5.2 Specifications, Page Number 15, RFP Section 5.3 Tasks/Deliverables, Page No. 15, RFP Section 7.0 Attachments, Attachment A: Cost Proposal, Page 19 - If a TECAT facility is deemed to be advisable, the RFP requests the identification of location(s) for the facility.

Question: based on the workforce demand analysis, does the context of the terms “location” and “possible sites” mean the identification of areas within the region that can best serve the training needs of regional industry? Or, is it the expectation that actual physical land/building parcels will be identified? If physical land/building parcels are to be identified, is it the expectation that the chosen vendor will be working directly with the three community college’s facilities/real estate divisions and/or local commercial real estate agents? Or is it the expectation that the chosen vendor has internal site selection/real estate capacities and is to serve as a commercial real estate agent or advisor for this effort?

a. It just means the identification of areas within the region that can best serve the training needs of regional industry, if physical land/building parcels can be identified, that is an added plus. It is not expected that the vendor will work directly with the three community college’s facilities/real estate divisions and/or local commercial real estate agents? Or the expectation that the chosen vendor has internal site selection/real estate capacities and is to serve as a commercial real estate agent or advisor for this effort.

50. Section 5/3, pg. 16 - Deliverables Format: Are there any specific Requirements for the format or presentation style of the final report and presentation? This will ensure that our deliverables meet ACC's expectations.

a. There are no strict requirements for the format or presentation style of the final report and presentation. We recognize that this may vary by vendor and welcome deliverables that reflect the consultant’s professional standards and expertise. That said, the final materials should be clear, well-organized, and suitable for sharing with both internal stakeholders and external partners. We are open to discussing preferred formats during the early stages of the engagement to ensure alignment with expectations.

51. RFP Section 5.2 Specifications, Page Number 15, RFP Section 5.3 Tasks/Deliverables, Page No. 15, RFP Section 7.0 Attachments, Attachment A: Cost Proposal, Page 19 - The RFP Specifications, Tasks, and Deliverables as outlined in Sections 5.2 and 5.3 differ to some degree from the language in Attachment A’s itemized rows. Can the language in the vendor’s submitted Cost Proposal rows be altered by the vendor to mirror the proposed scope of work as outlined in Section 5.2 and 5.3 of the RFP?

a. The Cost Proposal form (Attachment A) aligns with the deliverables outlined in Section 5.3. The form should not be altered. The vendor should enter: a cost for each component, a”TOTAL” cost, and a “MAXIMUM NOT

TO EXCEED AMOUNT.”

52. Section 2.7, Page 11 - “For the ‘Completed and signed version of all EXECUTION PAGES, along with the body of the RFP.’ Can we sign each page and insert full-page screenshots of signed pages within the body of the RFP PowerPoint response?

a. Proposals should include completed and signed execution pages. The signed execution pages should not be embedded within a PowerPoint.

53. Section 6.5: Faithful Performance, Page 17 - What criteria will be used to evaluate milestone progress and "faithful performance" beyond deliverable-based evaluations? Are there established KPIs that will need to be tracked?

a. Proposed schedules will be reviewed for inclusion of appropriate project milestones/benchmarks. Criteria used to evaluate progress and faithful performance will be based on these milestones/benchmarks. There are no established KPIs.

54. Section 6.5: Faithful Performance, Page 17 - How will ACC ensure smooth reconciliation of any performance issues with the retained percentage of contract value

a. We are committed to a collaborative and transparent process for managing contract performance, including the reconciliation of the retained percentage. The monthly status reports and ongoing communication with the Contract Manager are key to successful resolution of any issues.

55. Section 3.4, pg. 11 - Evaluation Criteria: Can you elaborate on how the Technical and Project Team experience criteria will be weighted during the evaluation Process? Understanding the emphasis on these criteria will help us align our proposal accordingly.

a. A maximum of 45 maximum points will be awarded for Project Organization. A maximum of 30 points will be awarded for Project Team Experience.

56. Section 6.2: Post-Award Project Review Meetings, Page 16 - Have you already established the composition and structure of the Project Review Meeting Reports? If so, could you please share that structure?

a. We have not yet established the composition or structure of the Project Review Meeting Reports. We intend to work collaboratively with the selected consultant to define the format, content, and reporting to ensure alignment with project goals and stakeholder expectations.

57. When you reference possible site identifications, do you have a finite set of sites already identified that you want the consulting team to analyze or are you looking for the consultant to identify a set of sites?

a. We do not have a predetermined set of sites. We are looking to the consultant to identify and recommend a set of potential sites based on project needs, regional assets, and stakeholder input. The goal is to ensure site selection aligns with the strategic goals and long-term viability of the proposed Center.