Addendum #1 BID NO.: ITN

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1 FLORIDA DEPARTMENT OF EDUCATION BUREAU OF CONTRACTS, GRANTS AND PROCUREMENT MANAGEMENT SERVICES 325 West Gaines Street 332 Turlington Building Tallahassee, Florida Addendum #1 BID NO.: ITN VOCATIONAL REHABILITATION ENGINEERING SERVICES PROGRAM August 13, 2013 This addendum is being issued to provide the Answers to Questions submitted timely by vendors during the Question and Answers period. Please be advised all questions are keyed as submitted. Tampa Lighthouse for the Blind 1. Do we need to scan the signature pages and attach them to the flash drives? 2. Do we need to return the entire addenda or just the signed acknowledgement form? Answer: The signed acknowledgement form 3. Pg nd paragraph we do not train clients except on any customization/scripting we do. The company trains on their software and the client should have had AT training at their CRP or go back for training. Is the respondent expected to provide training as well as job modification/customization? Answer: The Respondent shall provide clients enhancement of orientation and utilization of assistive technology. 4. DBS endorsement was/is intended for teachers/trainers, not scripters. Is it the intent of DOE/DBS to require all Rehabilitation Engineers to have the DBS endorsement? ITN Addendum #1 Page 1 of 7

2 5. Pg counties served means 67 price replies and 67 monthly invoices? Answer: A separate price reply is required for each county. If the Respondent is awarded the contract for the entire state, only 1 monthly invoice will be required. 6. Pg doesn t mention face to face, what about Remote Access assistance often faster and what about travel time? Answer: Remote access assistance is acceptable when appropriate. Travel time is not counted as a unit of service and cannot be billed separately but should be included in the price reply. 7. Do you want the price reply on one sheet or two sheets printed in 12 font? Answer: The price reply can be submitted as needed in no larger than 12 font. 8. Are we expected to provide AT training as part of this contract instead of the local rehabilitation training center?. The Contractor shall be responsible for the evaluation of the individual in a face-to-face setting to determine the need for Assistive Technology training. 9. Is the intent of this ITN like the previous ones with Division of Vocational Rehabilitation, where you are looking for one provider to cover the State? VR currently uses USF for a Statewide RE Contract. Answer: It is the intent of this ITN that Vocational Rehabilitation Engineering services are provided statewide by one or more Respondents. 10. What if you subcontract but it is not with a veteran or other as defined minority? Do you still have to complete Attachment 5 each month or is there a different form to be completed? form is required if subcontractor is not a veteran or other as defined minority. 11. Does any subcontractor have to be preapproved by DBS?. Refer to Section 5.5 of the ITN document. ITN Addendum #1 Page 2 of 7

3 12. Currently, Tampa Lighthouse s contract for VR RE Services is set up to provide services across the state using a pool of hours. This allows us to provide as much service as needed, where needed, anywhere throughout the State. If we plan to bid to continue providing services statewide, can we submit one price reply that says statewide with a total number of projected hours/units?, Respondents must submit a price reply for each county. 13. Otherwise, individual price replies can limit the service hours available to each county. Is the intent of the ITN to limit services provided by county? Rehabilitation Technology Services Consulting, LLC 14. In: ATTACHMENT 1 RESPONDENT'S PRICE REPLY VOCATIONAL REHABILITATION ENGINEERING SERVICES PROGRAM you state that you would like, county by county, UNITS (HOURS) OF SERVICE for years 1-3. Since the scope of much of the work is based upon the number and quality of the referrals (consumers needing services), and these come in as needed with no real historical record of need nor ability to project, county by county, those numbers of individuals; how can we project or estimate with any accuracy? Answer: See the attached projected clients serviced per county 15. In 6.22 we would like you to confirm that you would require a total of 11 separate electronic copies of the Technical Reply (Part 1). 16. Will you allow contractor to gain access to the AWARE Case Management System remotely via VPN or other secure web based agency approved method from their own central location or will the contractor be required to gain access only at a location/workstation provided by the state in a state agency office? Answer: The awarded Contractor(s) will have the ability to gain access to the AWARE Case Management System remotely from their own location. ITN Addendum #1 Page 3 of 7

4 Florida State College at Jacksonville 17. Does a Respondent need to include a budget with the Price Reply? 18. The ITN states The Contractor shall provide the DOE/DBS clients with desktop equipment support; assess client needs and analyze jobsite requirements upon request of the DOE/DBS. The Contractor shall provide vendor products recommendations and equipment authorized by the DOE/DBS District office. Contractor shall setup, install, test and train the DOE/DBS clients at their worksite, with the authorized solution package. Does the Contractor purchase necessary equipment or does Florida Department of Education purchase necessary equipment? Answer: DOE/DBS will purchase necessary equipment that shall be returned to the state once contract has ended. 19. The ITN states that the Contractor will generate a monthly invoice upon units (hours; in increments of.25 units). Is there a minimum of units per client? 20. How many awards does the Department anticipate? Answer: As many as needed to provide the best value to the state. Center for the Visually Impaired, Inc. 21. Can you subcontract any part of this out to another party? Answer: Pursuant to 5.5 of this ITN, this contract or any portion thereof shall not be sub-contracted without the prior written approval of the Department. 22. Should the organizational structure section include the whole organization or just the AT area? Answer: The entire organization 23. Although we don t have a contract for Rehab. Engineering, we do it as needed. Can we use this experience as similar projects? Answer: Respondent is required to provide evidence of experience with similar projects. Respondent shall submit for consideration experience that Respondent considers to be similar. ITN Addendum #1 Page 4 of 7

5 24. Can we use DBS and clients who have received our service for experience portion? Answer: Respondent is required to provide evidence of experience with similar projects. Respondent shall submit for consideration experience that Respondent considers to be similar. 25. Would staff who is Certified Rehabilitation Counselors suffice for worksite modifications. Can they suffice for Rehab Engineers or should do they need to be certified as Rehab Engineers?, if they have documented experience in JAWS scripting, installation and set-up of assistive technology and all related components as well as worksite evaluation and modification. 26. Could you elaborate on the certification criteria? Does a CVRT have to oversee the program? 27. If we are located in a DBS building does that exclude us according to page 32. The DOE/DBS will not furnish services or support (e. g., office space, office supplies, telephone service, secretarial or clerical support) to Contractor or its subcontractor or assignee. 28. Can travel costs be included in cost of service? 29. Can some computer maintenance, support, and troubleshooting be done remotely? 30. Does DBS give clients choice of technology hardware and software? 31. If our Rehab Engineers feel that a client may benefit from additional computer training (as part of VR curriculum) can they refer them for such and if client falls within our designated area, will they count towards our deliverables., for the Rehab engineering services and once they receive services from the VR contract, they are then counted under the VR contract. ITN Addendum #1 Page 5 of 7

6 32. Can units be counted when repairing or performing maintenance on technology without client present? Answer: If they are performing repair and maintenance of technology services for a specific client. Florida Atlantic University 33. Could you provide an annual breakdown of past services provided by the previous vendor by dollar amounts expended, consumers served, and projects completed? Answer: Refer to the Florida Accountability Contract Tracking System, ID # Could you provide a breakdown of the number of individuals served in each county by the previous Contractor? Please include specific information with regards to the number of individuals served and a description of, and quantity, of individual services provided in each county by previous Contractor. Answer: See attached projected clients serviced per county 35. Are there specific certifications required to be held by the individuals performing the services?. Refer to Program Staffing and Scope of Services section of ITN document. 36. What is the specific process by which DBS will inform the contractor of client information and services needed for each individual client? Answer: The DBS District office will provide client referrals requesting services to be performed by the Contractor. 37. Whose responsibility is it to procure the actual technology (hardware, software, etc.) that is identified in the assessment? If the new Contractor is to provide the technology, what are the parameters by which the new Contractor can procure and bill same to DBS? Answer: The DBS District office will purchase the equipment with recommendations from the Contractor. 38. Is there a historical accounting relative to services provided by the previous Contractor and the number of unit hours required/approved to provide the stated service? If so, please provide as much detail of this accounting as possible. Answer: See attached projected clients serviced per county ITN Addendum #1 Page 6 of 7

7 39. Is there a breakdown of DBS consumers by County currently registered with, and receiving services from, DBS? If so, please provide that information in as complete form as possible. Answer: See attached projected clients serviced per county Potential proposers have 72 hours from posting of addenda to protest the requirements of each addendum. Failure to file a protest within the time prescribed in Section (3), or failure to post the bond or other security required by law within the time allowed for filing a bond shall constitute a waiver of proceedings under Chapter 120, Florida Statutes. YOUR REPLY WILL NOT BE COMPLETE WITHOUT THIS PAGE SIGNED AND INCLUDED! Vendor Name written: Authorized Signature: Authorized Name written: Mailing Address: City, State & Zip Code: Telephone: Fax: Address: ITN Addendum #1 Page 7 of 7

8 Addendum #1 Attachment BID NO.: ITN VOCATIONAL REHABILITATION ENGINEERING SERVICES PROGRAM County Name Clients County Name Service Units Alachua 16 Alachua Baker 1 Baker 9.5 Bay 2 Bay 6.75 Bradford 1 Bradford 7.25 Brevard 15 Brevard Broward 89 Broward Charlotte 2 Charlotte 22.5 Clay 1 Clay 3.25 Collier 2 Collier Columbia 2 Columbia 29.5 Duval 54 Duval 509 Escambia 10 Escambia Flagler 5 Flagler Franklin 1 Franklin Hardee 2 Hardee Hernando 2 Hernando 9.5 Highlands 2 Highlands Hillsborough 36 Hillsborough Indian River 1 Indian River 5 Jefferson 1 Jefferson 7 Lake 11 Lake 68 Lee 23 Lee Leon 26 Leon 172 Manatee 4 Manatee 202 Marion 8 Marion Martin 3 Martin 11 Miami Dade 89 Miami Dade Monroe 2 Monroe 26.5 Nassau 1 Nassau 4.25 Okaloosa 1 Okaloosa 3.5 Okeechobee 2 Okeechobee 0.75 Orange 80 Orange Osceola 13 Osceola 102 Out of State 2 Out of State 6.5 Palm Beach 21 Palm Beach Pasco 8 Pasco 46.5 Pinellas 42 Pinellas Polk 24 Polk Putnam 2 Putnam 10 Santa Rosa 2 Santa Rosa 8.5 Sarasota 9 Sarasota 243 Page 1 of 2

9 Addendum #1 Attachment BID NO.: ITN VOCATIONAL REHABILITATION ENGINEERING SERVICES PROGRAM County Name Clients County Name Service Units Seminole 22 Seminole St. Johns 8 St. Johns 24.5 St. Lucie 5 St. Lucie Sumter 2 Sumter Taylor 1 Taylor 0.5 Volusia 35 Volusia Wakulla 1 Wakulla 5 TOTALS Page 2 of 2

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