CAL FIRE RFP 7CA02043 Helicopter Study Questions and Answers May 10, 2013

Transcription

1 CAL FIRE RFP 7CA02043 Helicopter Study Questions and Answers May 10, 2013 Question 1: In order to develop a helicopter study that provides aircraft options that are feasible for CAL FIRE, can you share any possible funding/resource constraints regarding available budget for future aircraft purchases? For example, is there a budget range or limit? Etc. No. Per the RFP, this study requires the Proposer to determine acquisitions options in order for CAL FIRE AMU to replace helicopters over the next 5 years. Your Proposal will be evaluated based upon the criteria set forth in the RFP. Question 2: Regarding the survey that will be conducted on CAL FIRE s behalf, will CAL FIRE issue a communication to their employees encouraging them to respond to the survey? (This greatly enhances a survey s response rate) the assistance and cooperation that will be available to the consultant from the State. Your Proposal will be evaluated based upon the criteria set forth in the RFP. Question 3: In regards to acquisition options for the five year replacement schedule, could CAL FIRE be more specific about what is needed? For example, do you need to know replacement timing, whether to purchase new versus used, etc.? the assistance and cooperation that will be available to the consultant from the State. Your Proposal will be evaluated based upon the criteria set forth in the RFP. Question 4: Regarding where the work will be accomplished, under the Description of Services in paragraph 2, it says some of the work will be at HQ versus various places. Can we receive clarification on the percentage of work to be done at HQ and other California locations, as well as where these other places are? The services shall be performed at Contractor s place of business, the CAL FIRE Aviation Management Unit (AMU) Headquarters, 5500 Price Avenue, McClellan, CA 95652, and at various places as needed for Contractor to accomplish the scope of work of this agreement (see page 64). It is the responsibility of the proposer to determine the manner and location to best

2 accomplish the scope of work as part of the proposal. This should be included in the Proposal and will be evaluated based upon the criteria set forth in the RFP. Question 5: In order to accurately estimate travel expenses in our response it would be extremely helpful if we could have clarification regarding CAL FIRE s expectations on the number of in-person visits required for: Progress report-type events. Work site visits (please identify all work sites that need to be visited). Will the survey be administered only electronically, or will visits be required? Please identify any other reasons for an on-site visit. the assistance and cooperation that will be available to the consultant from the State. Further, the RFP states that it is important that CAL FIRE be given several opportunities to provide input and guidance to the planning process to ensure the final product is acceptable and consistent with CAL FIRE policies. It is envisioned that the Proposer will work interactively with CAL FIRE, exchanging information and refining proposed guidelines. It should be clear that these interactions are to be conducted efficiently so as to minimize the time involved. To facilitate this interactive planning process, the Proposer shall meet with CAL FIRE AMU at least once a month. These meetings may be accomplished by telephone if approved by the CAL FIRE AMU Project Representative. These meetings will occur on mutually acceptable dates agreed upon in advance. The RFP also states that the Contractor shall meet with CAL FIRE AMU and provide progress reports as follows: a. Initial Meeting within 10 days of commencement of contract with the CAL FIRE AMU Project Representative and AMU staff. Progress report shall follow within 5 working days. b. Meet with the CAL FIRE AMU Project Representative and AMU staff to present the results of each milestone. Progress report shall be submitted at each milestone. Progress Reports and Meetings may not be limited to those mentioned above. Proposers must determine what to specifically identify in your Proposal and this will be evaluated based upon the criteria set forth in the RFP. Question 6: In item 2 Proposer Minimum Qualifications: Under A: Is the requirement that the proposer complies with item #1 OR #2, or is it Item #1 AND #2. A, 1) is a requirement as set forth with the California Secretary of State. Please seek legal advice if you are unsure. A, 2) is an If requirement and depends on the Proposer s base of operation.

3 Question 7: In item 2 Proposer Minimum Qualifications: Under A: Does having completed the DGS Procurement Division registration through qualify as being registered to do business with California? No. Per the California Secretary of State, before transacting intrastate business in California the business must first qualify/register with the California Secretary of State. (California Corporations Code section 2105, , or ) California Corporations Code sections 191, (ai) and 17001(ap) define "transacting intrastate business" as entering into repeated and successive transactions of its business in this state, other than interstate or foreign commerce. The Secretary of State's office cannot advise you as to whether or not the business must qualify/register to do business in California. If you require assistance in making that determination and to ensure that all issues are considered and addressed appropriately, you should consult with private legal counsel. Question 8: Will the missions required for the new fleet differ from the current mission profile of CALFIRE? (#B a. of the Problem Statement refers to interviewing past and present personnel that have current and historical knowledge of helicopter flight activities what about new missions as outlined in 1B?) The RFP does not request new mission requirements or new missions for the new fleet was part of the survey questions. But if a respondent says that something else should be included in consideration for helicopter features, capabilities or performance requirements, this should be reported. Also you could propose asking if there are any additional helicopter features, capabilities or performance requirements that they might recommend. Question 9: Contract Effective Date of August 01, 2013 to Expiration Date: January 31, Please confirm that 1/31/14 is the date the study is to be completed? (6 months total for Milestones 1-5) Addendum 1 of the RFP extended the end date of the contract to January 31, This is a hard date. Per Item 6. Cost Evaluation. B. Budget Detail, the Note states that you can add, delete, expand, condense to complete. Update the end date in the Budget Detail to January 31, CAL FIRE anticipates that the Contract will be fully approved and executed by July 1, 2013 but this will also depend on when the contract is approved by the State of California review agencies. Whenever that start date is upon approval (July 1 or later), this will determine the actual amount of time for the contract and Milestones 1 5. Question 10: How are Personnel/sub-contractor changes handled? (Exhibit E7) This was confusing in the call, in one instance you advised us not to use names, only titles but in another place they said we need to get personnel approved prior to hiring. We need clarification. If we hire/bring in a new person, do they have to be approved PRIOR to hiring or does just a new or additional position have to be approved? The direction to use titles and not use personal names pertained to the scope of work in the Work Plan and Work Schedule Requirements (Deliverables). The requirement of submitting resumes are part of the evaluation that the Proposer must demonstrate to CAL FIRE that the Proposer s key personnel provided under this contract will be of the highest quality available to complete the

4 work. Additionally the RFP stated that these resumes would be included in the final contract (Exhibit F). This is a State requirement for all Consultant contracts which similarly verifies that the Contractor s key personnel are qualified to complete the work. Furthermore, any changes to a competitively bid contract must be approved by State prior to such action regardless if the personnel are being replaced or new personnel are being added. All changes of personnel must have prior approval from CAL FIRE before changes are made. Question 11: You indicated during the pre-proposal bidders' teleconference that teleconferencing is an acceptable means to use for intermediate progress reports/meetings. Can we also use teleconferencing for any of the intermediate milestone meetings? the assistance and cooperation that will be available to the consultant from the State. Your Proposal will be evaluated based upon the criteria set forth in the RFP. Question 12: Regarding Attachment 5, Items 1a and 1b, is each Item limited to three pages in total or may descriptions of each study to be cited in 1a and each reference to be provided in 1b, be three pages? Attachment 5, Item 1.a. Statement of Qualifications has no limitation on the number of pages. Attachment 5, Item 1. b. Satisfactory references from prior and current airplane/helicopter studies is limited to 3 references per the form and only this form is limited to three pages. Question 13: Pg. 8 of 81; "Progress Reports and Meetings" Are "Progress Reports" required at specific time intervals (such as every 30 days) and/or at the completion of specific "Milestones"? the assistance and cooperation that will be available to the consultant from the State. Further, the RFP states that it is important that CAL FIRE be given several opportunities to provide input and guidance to the planning process to ensure the final product is acceptable and consistent with CAL FIRE policies. It is envisioned that the Proposer will work interactively with CAL FIRE, exchanging information and refining proposed guidelines. It should be clear that these interactions are to be conducted efficiently so as to minimize the time involved. To facilitate this interactive planning process, the Proposer shall meet with CAL FIRE AMU at least once a month. These meetings may be accomplished by telephone if approved by the CAL FIRE AMU Project Representative. These meetings will occur on mutually acceptable dates agreed upon in advance.

5 The RFP also states that the Contractor shall meet with CAL FIRE AMU and provide progress reports as follows: a. Initial Meeting within 10 days of commencement of contract with the CAL FIRE AMU Project Representative and AMU staff. Progress report shall follow within 5 working days. b. Meet with the CAL FIRE AMU Project Representative and AMU staff to present the results of each milestone. Progress report shall be submitted at each milestone. Progress Reports and Meetings may not be limited to those mentioned above. Proposers must determine what to specifically identify in your Proposal and this will be evaluated based upon the criteria set forth in the RFP. Question 14: Pg. 9 of 81; "Interviews/Survey Requirements" Does CALFIRE expect or prefer that the interview/survey be conducted via a "written" survey that is mailed or delivered to each interviewee OR does CALFIRE expect/prefer that the interviews will be performed during a "one-on-one" interview session with each participant? the assistance and cooperation that will be available to the consultant from the State. The Contractor shall develop and implement a statistically valid survey. The Interviews/Survey shall include questions regarding mission requirements for the following helicopter capabilities. The Interviews/Survey shall establish performance requirements to meet that mission. The interviews/survey shall be capable of providing the information necessary to guide development of a CAL FIRE AMU helicopter acquisition plan. The method or approach to accomplish the survey shall be part of the Description of Services of the helicopter study proposal. Your Proposal will be evaluated based upon the criteria set forth in the RFP. Question 15: Pg. 9 of 81 Will CALFIRE provide transportation to any of the Department's Regional offices or helicopter Bases? No. This should be the responsibility of the Proposer (Contractor) and bid accordingly. Question 16: Pg. 9 of 81; paragraph 7e Are the "Allied Agencies" to be interviewed all located in California? Does CALFIRE expect that the Consultant will conduct an "on-site" investigation with each of the named allied agencies? Per page 9 of 81, paragraph 7.d.: No. Allied Agencies are potentially located in various states.

6 the assistance and cooperation that will be available to the consultant from the State. The Contractor shall develop and implement a statistically valid survey. The Interviews/Survey shall include questions regarding mission requirements for the following helicopter capabilities. The Interviews/Survey shall establish performance requirements to meet that mission. The interviews/survey shall be capable of providing the information necessary to guide development of a CAL FIRE AMU helicopter acquisition plan. The method or approach to accomplish the survey shall be part of the Description of Services of the helicopter study proposal. Your Proposal will be evaluated based upon the criteria set forth in the RFP. Question 17: Pg. 10 of 81; 2nd paragraph How will the Consultant determine if the proposed helicopter acquisition plan is "consistent" with CALFIRE/AMU's aviation program, CALFIRE policies....." Has CALFIRE published documents which define: A. The AMU aviation & helicopter program? B. CALFIRE's policies regarding the Helicopter Program? C. State legal mandates regarding the Helicopter Program? D. Existing and future staffing available for the Helicopter Program? E. Existing and future funding available for the Helicopter Program?

7 Question 18: Pg. 10 of 81; Paragraph 9; "Final Report Requirements" First paragraph under this heading is not "clear". Can the intent be re-stated and/or amplified for clarity? The information in the following paragraphs after the first paragraph clarifies the requirements and manner that the Contractor shall submit a final report. This applies as should be stated in the Proposal. Your Proposal will be evaluated based upon the criteria set forth in the RFP. Question 19: Pg. 48 of 81; "Attachment 5; b. Budget Detail" A. If a rental car is utilized to visit a CALFIRE location and the cost exceeds the amount set forth in the "Budget Detail" form ($ 30.78/day), will CALFIRE nevertheless reimburse the Consultant for the actual car rental costs if costs exceed $ 30.78/day? No, Only Milestone Costs are paid, not actual itemized costs. Please see page 46, Item 6.a.1.A. as well as the note on Page 48 The Budget Detail itemized costs are not to be treated as separate or additional charges. The Budget Detail is required by State regulations to provide a detailed analysis of the costs of performance of the contract. B. Does the daily car rental cost of $ 30.78/day include "gasoline" expenses or will gasoline expenses be reimbursed separately? You would have to determine if a car rental agency includes the cost of gasoline in a daily care rental. Gasoline expenses will not be reimbursed separately in this contract. Only Milestone Costs are paid, not actual itemized costs. Please see page 46, Item 6.a.1.A. as well as the note on Page 48 The Budget Detail itemized costs are not to be treated as separate or additional charges. C. If four (4) commercial air trips are anticipated in a particular Milestone but only three (3) are actually utilized, however, the number of automobile miles driven for a Milestone exceeds the number of miles set forth in the "Budget Detail" Form, will the State reimburse the Consultant for additional miles provided the total travel costs are not exceeded? Only Milestone Costs are paid, not actual itemized costs. Please see page 46, Item 6.a.1.A. as well as the note on Page 48 The Budget Detail itemized costs are not to be treated as separate or additional charges. Question 20: Pg. 66 of 81; "Budget Contingency Clause" If the State of California's Budget Act does not appropriate sufficient funds for completion of the Study, will the Consultant nevertheless be paid for all work/expenses incurred until such time as CALFIRE issues a STOP WORK notice to the Consultant?

8 If the State of California does not pass a Budget Act or appropriate sufficient funds for the fiscal year covered under this Agreement: 1. The work will not commence though the Contract is executed. 2. The executed agreement shall be of no further force and effect. In this event, the State shall have no liability to pay any funds whatsoever to Contractor or to furnish any other considerations under this Agreement and Contractor shall not be obligated to perform any provisions of this Agreement. 3. If funding for any fiscal year is reduced or deleted by the Budget Act for purposes of this program, the State shall have the option to either cancel this Agreement with no liability occurring to the State, or offer an agreement amendment to Contractor to reflect the reduced amount. Once the Budget Act is passed and has appropriated sufficient funds for the program, then work could commence. Question 21: Has CALFIRE established a Budget or funding limit for this Study/Project? If so, what is that amount? CAL FIRE has established a Budget for this Study/Project, but does not reveal it. This would undermine the purpose of conducting a competitive bid. Question 22: Will the State of California withhold any estimated income tax or other taxes from the Consultant's payments? Per the declarations of the California Standard (STD) 204 Payee Data Record form required from all vendors doing business with the State of California: Payments to all nonresidents may be subject to withholding. Nonresident payees performing services in California or receiving rent, lease, or royalty payments from property (real or personal) located in California will have 7% of their total payments withheld for State income taxes. However, no withholding is required if total payments to the payee are $1,500 or less for the calendar year. For information on Nonresident Withholding, contact the Franchise Tax Board at the numbers listed below: Withholding services and Compliance Section: Address: wscs.gen@ftb.ca.gov For hearing impaired with TDD, call: Website: