AMENDMENT OF SOLICITATION/MODIFICATION OF CONTRACT OR TASK ORDER

Transcription

1 of 1. Amendment Modification No. 2. Effective Date. REQUISITION/PURCHASE REQ. NO. 4. ISSUED BY Norfolk Redevelopment and Housing Authority Purchasing Services Office 201 Granby Street, 7th Floor Norfolk, VA ADDRESS OFFER TO (if other than item 6) 6. NAME AND ADDRESS OF CONTRACTOR (No., street, county, State and ZIP Code) 7A. AMENDMENT OF SOLICITATION/CONTRACT NO. 7B. DATED (SEE ITEM 8) 8. THIS ITEM ONLY APPLIES TO AMENDMENTS OF SOLICITATIONS The abov e nu mbered solicitation i s a mended a s set forth in I tem 11. T he hour and da te specified f or r eceipt of O ffers is ex tended, is not extended. Offers must acknowledge receipt of this amendment prior to the hour and date specified in the solicitation or as amended, by one of the following methods: (a) By completing items 6 and 12, and returning copies of the amendment; (b) By acknowledging receipt of this amendment on each copy of the offer submitted; or (c) By separate letter or telegram which includes a r eference to the solicitation and a mendment numbers. FAILURE OF YOUR ACKNOWLEDGMENT TO BE R ECEIVED AT THE PLACE DESIGNATED FOR THE RECEIPT OF OFFERS PRIOR TO THE HOUR AND DATE SPECIFIED MAY RESULT IN REJECTION OF YOUR OFFER. If by virtue of this amendment your desire to change an offer already submitted, such change may be made by telegram or letter, provided each telegram or letter makes reference to the solicitation and t his amendment, and i s received prior to the opening hour and date specified. CHECK ONE 9. THIS ITEM ONLY APPLIES TO MODIFICATION OF CONTRACTS/ORDERS. IT MODIFIES THE CONTRACT/ORDER NO. AS DESCRIBED IN ITEM 10. A. THIS CHANGE ORDER IS ISSUED PURSUANT TO: (Specify authority) THE CHANGES SET FORTH IN ITEM 11 ARE MADE IN THE CONTRACT ORDER NO. IN ITEM 7A. B. THE ABOVE NUMBERED CONTRACT/ORDER IS MODIFIED TO REFLECT THE ADMINISTRATIVE CHANGES (such as changes in paying office, appropriation date, etc.) SET FORTH IN ITEM 11, PURSUANT TO THE AUTHORITY OF VPPA C. THIS SUPPLEMENTAL AGREEMENT IS ENTERED INTO PURSUANT TO AUTHORITY OF: D. OTHER (Specify type of modification and authority) E. IMPORTANT: Contractor is not, is required to sign this document and return copies to the issuing office. 10. DESCRIPTION OF AMENDMENT/MODIFICATION (Organized by section headings, including solicitation/contract subject matter where feasible.) 1. The following bidder's questions and answers are provided: Q 1. Calls related to No Heat and No A/C: because we cannot determine in the Call Center what the outside temperature is in your local, can we ask the caller if the temperature is below 55 degrees for No Heat calls and above 75 degrees for No A/C calls and process the request based on their answer? Or, we can dispatch all No Heat calls between October 15 to May 15. And, NO A/C calls between May 15 and October 15 to your maintenance department. Will either one of these solutions satisfy this request? A 1. Dispatch all No Heat calls between October 15 to May 15 and, NO A/C calls between May15 and October 15 to the NRHA on-call point of contact. Q Calls: The requirement for Contractor personnel to place calls to 911 when circumstances warrant such action, because 911 will need to speak with the caller, not the contractor we will need to tell the caller to call 911. Will this process satisfy this request? A 2. Yes. 11A. NAME AND TITLE OF CONTRACTOR (Type or print) 12A. NAME AND TITLE OF CONTRACTING OFFICER (Type or print) 11B. CONTRACTOR/OFFEROR 11C. DATE SIGNED 12B. NRHA CONTRACTING OFFICER 12C. DATE SIGNED (Signature of person authorized to sign) (Signature of person authorized to sign) Distribution: Purchasing File - Contractor - Finance - Initiator NRHA FRM

2 1. Amendment Modification No. A Effective Date 2/06/2014 DESCRIPTION OF AMENDMENT/MODIFICATION (CONTINUED). REQUISITION/PURCHASE REQ. NO. PR of Q. What is the average call duration? A. Calls average in duration from one to three minutes, depending on the severity or complexity of the issue. Q 4. Historically, what percentage of calls have been dispatched? A 4. Q 5. How would NRHA prefer the on-call worker be dispatched by telephone, text message or message? A 5. Telephone to an on-call cell phone will be ther contact method. Q 6. If the agent doesn t make contact with the on-call worker, what is the escalation process? A 6. There is a set list of alternate contact points to be called, starting with the Property Manager and progressing up through the management chain until contact is established. The contact information will be provided at contract award. Q 7. If the on-call worker does not answer and we are to contact someone else, how long should the agent wait before proceeding to the second person? A 7. If the on-call worker has not been reached, or called back after 10 minutes, the agent should proceed to the next point of contact. Q 8. Is the telephone number that the vendor would answer a toll-free line or a local number? A 8. Local number. Q 9. Would the NRHA consider net 0 day payment terms? A 9. NRHA normal terms are net 0. Q 10. Would the NRHA be open to including an attempt-to-cure clause in the contract that results from this RFQ? A 10. In the event of performance issues, NRHA normal procedures include informal discussions to resolve then, if necessary, a cure notice and, ultimately, if necessary, a show cause letter prior to a termination for cause. Q 11. Must the proposed pricing remain the same for all five years of the contract? A 11. Contractors should provide pricing for a base performance period and each of four, one-year options. See amended pricing arrangement attached, hereto. Q 12. Must the vendor be located in a certain state? A 12. The procurement regulations that govern do not permit geographical restrictions unless there is sufficient reason to impose such. The amended pricing arrangement includes provision for pricing any additional cost associated with an out of state contractor. Q 1. Per page 8 of the RFQ, with which mandatory energy efficiency standards must the vendor comply? A 1. The mandatory clauses found at page 8 are clauses mandated by the US Department of Housing and Urban Development (HUD) and apply to a wide range of procurements. The Authority is not familiar with any particular energy efficiency standards that would apply to this requirement. Q 14. Per the last page of the RFQ, is it mandatory for bidders to provide their banking and credit information. A 14. Those vendors offering a quote may leave that blank for the quote submission. If the Authority determines that the information is required for determination of responsibility of a prospective contract awardee, it will be requested at that time.

3 1. Amendment Modification No. 2. Effective Date. REQUISITION/PURCHASE REQ. NO. of A001 2/06/2014 DESCRIPTION OF AMENDMENT/MODIFICATION (CONTINUED) PR Q 15. Are the telephone answering services to be provided for all 16 properties or only those owned and managed by NRHA? A 15. The answering service does not include Merrimack Landing, Oakmont North, Mission College, or Park Terrace. Management companies handle these. Q 16. Is the answering service expected to provide message taking or referral services for non-emergency calls? For example, should the answering service provide information on waitlists, rent, meeting information, etc.? A 16. No, calls to be addressed are trouble calls from residents. The forwarded number is a maintenance emergency number. Q 17. How are the on-call personnel dispatched (i.e. text messages, two-way radios, or calls to cell phones)? A 17. Dispatch calls to the on-call worker will be to a cellular phone. Q 18. Approximately how many incoming and outgoing calls are completed each month? A 18. Between 00 to 500 a month depending on the weather. Q 19. How are calls currently being completed? (Do you have an incumbent contractor or are the calls handled in-house?) A 19. Telephone answering and message services are currently provide under contract with TASCO. The current contract is expiring effective March 1, 2014 and will be replaced by the contract resulting from this procurement. Q 20. If the services are provided by a contractor, please disclose the billing rate/ annual contract value. A 20. Contract price is considered to be public information; current base trate is at $00/month and overage rate is $0.40/call over the base 500/month. Q 21. Regarding the Request for Quote for the Norfolk Redevelopment and Housing Authority, do you have an average length of call for both incoming emergency calls and outbound calls to on-call NRHA personnel? A 21. See answer to Q ; outgoing calls should be of similar duration however, agent may have to place more than one call to complete dispatch. 2. Delete I. Pricing from the original RFQ and provide pricing via the attached, amended pricing requirements and form.. The date and time set for receipt of proposals remains, by not later than :00 p.m. Thursday, February 20, All other terms and conditions of the solicitation remain unchanged. 5. VENDORS ARE REMINDED TO ACKNOWLEDGE THIS AMENDMENT BY SIGNING A COPY AND RETURNING WITH THE QUOTE SUBMITTED.

4 RFQ PR I. PRICE A. Pricing shall be all inclusive of shipping, labor, travel, overhead, G&A, and fee. No other charges are applicable to the resultant contract and thus disapproved on all invoices. B. The Offeror hereby agrees to provide all material, equipment, transportation and incidentals in accordance with the conditions of the solicitation and specifications. C. This solicitation shall result in a firm fixed price term contract for Telephone Answering and Message Services at the offered and awarded unit prices. D. The base monthly rate shall be based on 500 incoming calls/messages per month. Overage shall be billed at a per incoming call rate. PRICING: CLIN 0001 Base performance period, ending June 0, 2014 CLIN 0002 Option 1 performance period, July 1, June 0, of 2

5 RFQ PR CLIN 000 Option 2 performance period, July 1, June 0, 2016 CLIN 0004 Option performance period, July 1, June 0, 2017 CLIN 0005 Option 4 performance period, July 1, June 0, 2018 (*CASH DISCOUNT FOR PROMPT PAYMENT % 10 DAYS/ NET 0 DAYS) 2 of 2