The questions and answers on the following pages shall be applicable to the Request for Proposals.

Transcription

1 ADDENDUM #2 HUMAN RESOURCES SERVICE/RECOGNITION AWARDS RFP # March 25, 2011 City of Newport News Office of the Purchasing Director 2400 Washington Avenue Newport News, VA Phone: (757) / Fax: (757) Sealed proposals, subject to the conditions and instructions contained herein, will be received at the above office of the Purchasing Director, 4th Floor, City Hall, 2400 Washington Avenue, Newport News, Virginia, 23607, until the time and date shown below (local prevailing time), for furnishing the items or services described in the proposal. It is agreed and understood this will constitute addendum #2, and shall be made part of the original RFP document. Acknowledgement, showing receipt and acceptance of the changes is to be returned with your proposal. The questions and answers on the following pages shall be applicable to the Request for Proposals. The Proposal Due date remains the same. Contract Officer: Alexis G. Moffitt, CPPB, VCO, Senior Buyer, & Rosalyn Simmons, Assistant Buyer, Company Name: Print Name: Title: Signature: Date: This Form Must Be Signed. Page 1 of 8

2 QUESTIONS/RESPONSES Question: Does the original copy of the RFP need to be initialed on each page? Question: Are the 2011 Service Awards and C.A.R.E Awards already ordered for this year, or are they to be ordered upon the result of this RFP? Answer: The 2011 awards have already been ordered under the current contract. ANNUAL SERVICE AWARDS Question: Do you have budget price points for the 5 year, 10 year, and 15 year awards? Answer: The City is looking for the best possible product at the best possible price not to exceed $10.00 for the five (5) year award, $20.00 for the ten (10) year award, and $25.00 for the 15 year award. Question: What quantity and metal are required for the lapel pins given to your 5 year employees? Answer: No lapel pins for service awards are required as a part of this RFP, however vendors shall respond to the request for 5-Year certificates and certificate holders. Specifications for the certificate holder are as follows: - Navy Blue with four (4) ribbon corner pockets - Heavy flexible leatherette stock - City Seal printed on cover in gold foil - Folded size is 8.5 x inches Please note, quantities are reflected in the RFP, but will be ordered as current stock depletes. Question: How large is the certificate for the 5 year service award? Answer: The Certificate is 8.5 x 11, full color City seal, gold foil printing of Certificate of Appreciation and Five Years. See attached example. Question: Do all City employees receive a certificate at every milestone? Is the certificate in a frame? Answer: No, only 5-Year employees receive a certificate in a leatherette folded holder. Question: Are the Mugs and Leather Portfolios personalized? For example: Employees name, City Seal, year of service, etc.? Answer: The City Seal is to be placed on both the mugs and leather portfolio. Page 2 of 8

3 C.A.R.E AWARDS Question: What is the budget for the C.A.R.E lapel pins? Answer: The City s budget is not available at this time. Question: What is the size and quality of the C.A.R.E lapel pin? Answer: C.A.R.E lapel pins are gold plated and they are 1.25 x 1.5 in size. See attached example of the design. Please note, C.A.R.E lapel pins are ordered on an as needed basis. Question: What is the size of the C.A.R.E Certificate? Answer: The certificate is 8.5 x 11 Question: Can the C.A.R.E lapel pin and certificate be packaged together? Question: Is the Wall-of-Fame and internal peer-to-peer nomination system within the City? Question: If the City has their own internal system for the C.A.R.E awards, how far in advance will the City provide the recipient data to the vendor? Answer: It is not necessary to provide recipient data to the vendor. Certificates are pre-printed with the name left blank. The City prints the names by running certificates through the printer as a template. See attached example. Question: Are the C.A.R.E lapel pins and certificates presented to the employee at the workplace? ANNUAL CITY MANAGER AWARD Question: Is the City Manager Award Certificate framed? Answer: Yes Question: What are the dimensions of the plaque and are you open to recommendations? Answer: There are no specifications for the plaque and recommendations are welcome. Page 3 of 8

4 Question: Can the City provide a photo of the plaque currently used for the Annual City Manager Award program? Answer: There is no current model. Vendors are asked to submit options for the plaque along with their proposal. Question: Is the plaque to be presented in a formal presentation box? Question: Please explain the special certificate that is provided to your employees for the Annual City Manager Award. What makes the certificate special? Is the certificate in a frame? Is special paper used? Please provide a complete description of the certificate including the size and a photo of the certificate. Answer: The City anticipates an 8.5 X 11 inch certificate in a frame. Vendors are asked to submit options along with their proposal. At this time there has been no precedent. SPOT AWARDS Question: What is the total budget for the SPOT Award program? Answer: The City s budget is not available at this time. Question: Can we bid on this program without including the points program? Answer: We are looking for one vendor to provide all of the items/services. Question: Do you have a budget amount for the points that will be awarded for the SPOT Awards? What will each recognition event budget be (example: 5000 pts = $25)? Answer: The value of the SPOT Awards has not been determined. The City is looking for the vendor to propose suggestions. Question: In Appendix 1, you provided a projected quantity number for SPOT Awards for 2011 (1000 qty) and 2012 (500 qty). What do the quantity numbers represent? Answer: The quantity numbers represent the number of SPOT Awards issued at a value of $5.00 per award. Question: Will there be multiple levels of behavior required for this program? (e.g., Above & Beyond, Team Work, etc.) or will there only be one? Answer: There will be only one level of behavior. Question: Will there be a different point value for each level? For example: Above & Beyond = 50 points, Team Work = 250 points. If yes, please provide a breakdown for each level and the designated point values for each. Page 4 of 8

5 Answer: There will not be a different point value. Each award is valued at $5.00. Employees can collect multiple awards and turn them in for a higher level gift, or they can turn them in after a receipt of a single award for a gift valued at $5.00. Question: Will all of your employees participate in the SPOT Awards program? Question: Are there any additional supplies required for the SPOT Awards program besides a points-based system and a gift ordering website? Answer: No. However, please note that the City is proposing this as a new recognition program for our employees. The City is interested in hearing proposals from the vendors. LEADERSHIP DEVELOPMENT AWARDS Question: Is the City open to other options of awards at 5, 6 and 7 in addition to the Jade Glass for the Leadership Development Awards? Answer: The awards need to be consistent with the specifications of the RFP. Question: Will the City provide the winning participant data to the vendor? If yes, how far in advance will the City provide the recipient data to the vendor (e.g., 60 days prior to the award ceremony in June/July?) Answer: Yes, a preliminary list will be provided 60 days in advance and a final list will be provided 30 days in advance. Question: Is the writing on the Glass Trophies engraved or are the imprinted with a laser? Answer: Both, the City Seal is etched and the other writing is engraved. Page 5 of 8

6

7

8 The City of Newport News commends: The employee honored herewith has exhibited extraordinary dedication to WINN principles. In exemplifying the values of COMMITMENT, CARING and COLLABORATION they have proven to be a City Ambassador Recognized for Excellence. Neil A. Morgan City Manager Yvonne M. Manning Director Human Resources