Joyce Plummer, Procurement Agent

Transcription

1 FLORIDA DEPARTMENT OF TRANSPORTATION Procurement Office 605 Suwannee Street, MS 20 Tallahassee, Florida Phone: (850) Fax: (850) ADDENDUM NO. 2 DATE: August 14, 2013 RFP NO: RFP-DOT-13/ JP RFP TITLE: Privatization of the Overweight/Over-Dimensional Permits Office PROPOSAL DUE DATE AND TIME: August 29, 2013 at 11:00 A.M., LOCAL TIME Notice is hereby given of the following Questions and Answers and the Sign- in Sheet from the Pre-Proposal Conference to the above referenced RFP. Proposers must acknowledge receipt of this Addendum by completing and returning to the Procurement Office, by no later than the time and date of the proposal opening. Failure to do so may subject the proposer to disqualification. Joyce Plummer, Procurement Agent Proposer Address Submitted by (Signature) Failure to file a protest within the time prescribed in Section (3), Florida Statutes, 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. 1

2 Questions received from Prospective Proposers and FDOT Answers RFP Title: Privatization of the Overweight/Over-Dimensional Permits Office RFP Number: RFP-DOT-13/ JP General Questions: 1. In an effort to provide the most comprehensive solution to DOT, it is requested that the State grant a 30-day extension to the RFP due date. Answer: The Department does not intend to or see any need at this time to extend any of the RFP due dates. 2. Will answers to the technical questions that are submitted be responded to and posted immediately upon receipt, or after the deadline for technical questions on August 14? Answer: All questions will be answered in writing and sent to all qualified bidders subsequent to the August 14, 2013 deadline. Specific Questions: 3. Section III, Page 24 The Contractor will not maintain any Overweight and Overdimensional permit records at an off-site location. Question: Does this prohibit the off-site storage of Blanket Permit maps that are mailed with each permit issuance? If yes, does the State have storage space available within the Koger Center and not within the Permit Office site that the Contractor may use to store these maps? Answer: No. Section III, Page 24 of the Contract is specifically referring to those records which are covered under Records Retention & Disposition Schedules A-415 (Permit Applications, Supporting Documents and Permits) & A-416 (Accounting Records). 4. Section IV, Page 24 The Contractor will be responsible for implementing an answering service for assisting customers during non-business hours. Question: Please define the type of answering service that is being required. Since the answering service must be approved by the Department, does the State have a preferred vendor list for answering service companies? Answer: The Department does not have a preferred vendor list and is determined to leave some flexibility for the vendor which can be agreed upon in writing. 5. Section IV, Page 25 Permit applications which are not submitted through the Automated Permit Application Submission System (APASS), must be date and time stamped within fifteen (15) minutes of receipt and entered into the Permit Application System (PAS) within thirty (30) minutes of receipt. Question: Is there a threshold allowance for the number of permits that are received overnight, over a weekend, or following a holiday that would fall within the 15 and 30 minute requirement? Answer: See Addendum 1 Pages 36 and 41 revised 8/8/2013. The Department would review tolerances on a case by case basis. 2

3 6. Section VI, Page 27 The Contractor shall be responsible for all costs associated with the mailing of permits, maps and notifications to customers. Question: Does this requirement include the actual postage fees? If yes, what is an annual estimate of postage fees that would need to be paid to support these types of mailings? Answer: See Addendum 1 Page 27 revised 8/8/ Section VII, Page 27 The Contractor will provide all office furniture and equipment as necessary to perform the duties outlined in the contract. Question: Will the current office furniture within the Permit Office need to be replaced on January 1, 2014? Answer: The current office furniture provided by the Department will remain within the Permit Office. 8. Section IX, Page 29 The Contractor must establish an accounting system that will properly and accurately process and track collection and payment of permit fees. Question: Does this system need to be interfaced into the PAS System to capture all payment processing information? If not, what is the purpose of the system? Answer: The vendor will not be required to establish a system or process which would interface with PAS. The vendor will be required to establish a process which properly and accurately tracks collection of payment. 9. Section IX, Page 29 The Contractor shall establish and maintain an integrated accounting system and accounting records for the purposes of inspection and/or audit by the Department s Inspector General, General Counsel and other agency representatives, the State Auditor General, the Office of Program Policy and Government Accountability, and the Florida Department of Financial Services. Question: Please define the requirements of the Contractor s integrated accounting system. Answer: The Contractor will not be required to establish or maintain any integrated system. The next Addendum will not include this requirement. 10. Section X, Page 31, Numbers 5 and 6 5. Ninety (90%) percent of the non-routine Overweight and Over-dimensional permit applications within eight (8) work hours after receipt of the Department s recommendation. Question: Please provide the matrix of the start/stop times in meeting the criteria of each of these measures, e.g., when a permit application is sent to the OOM and/or District, it is assumed that that time is not included within the Performance Measure for the Contractor to process those applications in the total hours outlined in each measure? Answer: The following will be excluded from the vendors total processing time non-business hours, holidays, awaiting payment from customers, system outages and whenever the District is unresponsive. 11. Section X, Pages 30-31, Numbers 2 and 8 2. One Hundred (100%) percent of all incomplete applications must be returned to the customer with a written explanation addressing all areas of concern within one (1) work hour of receipt of the application. There 3

4 will be a $25.00 per application reduction of the monthly lump sum amount for each application which is not returned to the customer notifying them of an incomplete application within one (1) hour of receipt of the application. There will be an additional $50.00 per occurrence reduction of the monthly lump sum amount each time the Contractor does not properly identify all of the reasons the application is incomplete. 8. There will be a $ per application reduction of the monthly lump sum amount each time an application is incomplete or does not qualify for a permit in accordance with Federal Regulations, Statute and/or Rule 14-26, Florida Administrative Code and the Contractor does not return the application to the customer and provide them with a written explanation addressing all areas of concern within one (1) work hour of receipt of the application. Question: Please delineate the performance differences between Performance Measures Numbers 2 and 8. Answer: Section X.2 refers to the customer sending in an application without all of the required fields completed and the Permit Office not identifying the missing information. Section X.8 refers to the Permit Office staff failing to notify a customer of all issues related to the application in a single course of action. 12. Section X, Page 31, Number 9 Each time a customer leaves a message during nonbusiness hours indicating that there is a high profile/emergency permit issue and the call is not returned within one (1) hour, there will be a $25.00 per hour reduction of the monthly lump sum amount for each occurrence. In addition, there will be a $25.00 per hour reduction of the monthly lump sum amount each time a Permit Office staff member does not respond within one (1) hour to a request for assistance for the processing of high profile/emergency permit issues during non-business hours. Question: Please explain the difference between the penalty within the first sentence and the additional penalty. Answer: Section X.9 Part 1, there will be a deduction as described in the Scope of Services when calls are not answered within twenty (20) seconds. Section X.9 Part 2, there will be a deduction as described in the Scope of Services when a caller leaves a message (with the answering services) and the call is related to an emergency or high profile permit issue and the vendor does not respond to the caller within one (1) hour. 13. Section XVI, Page 36 The Contractor will develop and implement an Overweight and Over-dimensional Customer Service Resolution Plan, a Permit Processing Plan with a Contingency Plan for the manual processing of permit applications and permit issuance external to PAS. Question: Please explain how and when a permit application would be processed manually within the Full Automation solution. Answer: The vendor will be required to processes applications manually if the PAS system becomes unavailable and the Department determines that the vendor must begin re-issuance of permits manually. 4

5 14. Section XXI, Page 40 All banking fees (excluding transactions paid by the customer thru PAS), credit card fees, insufficient funds, or worthless check fees are the responsibility of the Contractor and are not reimbursable by the Department. Question: Please clarify the statement (excluding transactions paid by the customer thru PAS). Is the State charging the customer a transaction fee in PAS? Answer: No. 15. Section XXII, Pages 41-42, Numbers 16 and One Hundred (100%) percent of all incomplete applications must be returned to the customer with a written explanation addressing all areas of concern within one (1) work hour of receipt of the application. There will be a $25.00 per application reduction of the monthly lump sum amount for each application which is not returned to the customer notifying them of an incomplete application within one (1) hour of receipt of the application. There will also be a $50.00 per occurrence reduction of the monthly lump sum amount each time the Contractor does not properly identify all of the reasons an application is incomplete. 22. One Hundred (100%) percent of all high profile applications, emergency applications and referral applications requested by the Department will be forwarded to the Department with its supporting documentation within one (1) hour. There will be a $ per permit application reduction of the monthly lump sum amount for each permit application not properly processed and referred to the Department within one (1) work hour. Question: Please delineate the performance differences between Performance Measures Numbers 16 and 23. Answer: Section XXII.16 refers to the customer sending in an application without all of the required fields completed. Section XXII.23 refers to the Permit Office staff failing to notify a customer of all issues related to the application in a single course of action. In one section of the RFP document (Page 13, Section 12) Florida refers to a performance bond alone. In another section of the document, the State refers to a Performance and Payment Bond (Page 50). (The wording of the two sections is shown below.) Are you, in fact, referring to a single bond as is being provided today, or adding the requirement of a second bond? Page 13, Section 12. Performance Bond: 12. PERFORMANCE BOND: The intended award proposer shall provide the Department with a Performance Bond on an annually renewable basis in the full amount of the proposal. The Performance Bond shall be provided by a surety company authorized to do business in the state of Florida. The Performance Bond shall be executed and furnished to the Department prior to contract execution and no later than ten (10) days after the ending date of the period for posting the intended award decision, unless the Department extends the time period in writing. Failure to provide the required Performance Bond to the Department within the aforementioned timeframe will void the Intended Award s proposal and the Department will proceed in contracting with the next highest responsive proposer. D. PERFORMANCE AND PAYMENT BOND. (Select as appropriate): No Bond is required. Prior to commencement of any services pursuant to this Agreement and at all times during the term hereof, including renewals and extensions, the Vendor will supply to the Department and keep in force a bond provided by a surety authorized to do business in the State of Florida, payable to the Department and conditioned for the prompt, faithful, and efficient performance of this Agreement according to the terms and conditions hereof and within the time periods 5

6 specified herein, and for the prompt payment of all persons furnishing labor, materials, equipment, and supplies therefor. Answer: There is only one performance bond required. 6

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