UNIVERSITY OF NORTH CAROLINA SYSTEM OFFICE BID ADDENDUM

Transcription

1 BID ADDENDUM FAILURE TO RETURN THIS BID ADDENDUM IN ACCORDANCE WITH INSTRUCTIONS MAY SUBJECT YOUR BID TO REJECTION ON THE AFFECTED ITEM(S)/SERVICES. UNC System Office Bid Number: 68-TECAP1118 Prospective Bidder: Addendum Number: 02 Bid Opening Date/Time: January 16, 2019, at noon ET Addendum Date: December 20, 2018 This addendum to Request for Proposals 68-TECAP1118 is issued to provide answers to properly submitted vendor questions and to clarify that the bid opening date and time are January 16, 2019, at noon eastern time. All other information in the Request for Proposals and Addendum 01 remains the same. The properly submitted vendor questions and answers are: Question Response Would UNC desire to receive a'la carte pricing for training's to take place in between exercises? No Does UNC really desire vendors to include the complete RFP (pages 2-20) in their response? Yes There is reference to the University providing actor volunteers. Is the vendor responsible for providing Control and Evaluation staff for each exercise? If yes, will the University please provide a required staffing chart to enable vendors to effectively cost this effort. Yes; No There is a reference to "secure training facility". Is there an assumption this facility will be provided by the respective Universities, or should Vendors include this cost in our proposals? While there is a reference to conducting an Initial Planning Meeting for the TTXs, there is no reference to conducting a Final Planning Meeting (FPM), which is typically associated with HSEEP TTXs. Would the University like vendors to include costing that includes conduct of FPMs with each University? Does the University desire a per TTX/FSE cost, or a simple lump sum cost for 7 TTXs and 7 FSEs? Secure Facility' will be provided by the respective University constituent institutions. Yes. Price per TTX/Price per FSE. Should part (c) read "body of the RFP (pages 2- Yes. Section 2.6(c) should read "body of the RFP (pages 2-

2 14) instead of (pages 2-20) since Attachment A begins on page 15? Part c refers to a flash drive and also refers to a disk with label having vendor name, RFP number and due date. Should the proposal be sent on a flash USB "stick" drive or a disk? Will vendor be allowed to secure a training exercise location for each TTX on each campus at no cost to the vendor? Full Scale Exercises typically incorporate "inplay" and "out-of-play" training zones. Therefore, please clarify the purpose of "outer", "middle" and "inner" training zones. Can vendor mark training zones using a combination of yellow tape, signs and maps with designated training zones? Will participating law enforcement officers be made available to conduct weapons safety checks and use colored weed wacker filament in magazine wells and barrels in lieu of removing bolts and place blue tape around weapons to designate them as having been checked? Will a participating fire-ems department make available a non-participating element to provide emergency medical response to a real world emergency at no cost to the vendor? For part (c), should vendor provide physical addresses or simply city/state of principal places of business as locations where performance will occur? Approximately how many university participants and other participants (local, state, federal agencies) are anticipated to attend each TTX and each Full Scale Exercise and is the vendor responsible for providing any refreshments and if so, what kind of refreshments? Has funding been set aside for this project and if so, how much has been set aside to complete the project? Is it the expectation that the vendor will provide Moulage for all Full Scale Exercises and if so, for approximately how many actor-participants provided by UNC campuses? For Full Scale Exercises, approximately how many participants are expected from: (1) departments/groups at the University; (2) the University EOC; (3) law enforcement; (4) firerescue; (5) EMS? Is the UNC System or State of North Carolina constrained to completing the project within 18 months due to funding or other issues or is the 18 month time frame flexible? 14)" instead of (pages 2-20). Please provide your response on a USB flash drive rather than on a disk. Yes. 'Secure Facility' will be provided by the respective Universities. Vendor can mark training zones. Vendor will play intrical part in participant weapon safety protocols and will work with participating LEOs in a proactive manner. Vendor is requested to provide a weapons safety check procedure document. UNC System recommendation is for three separate weapon safety checkpoints prior to entering 'warm zone'. TBD Vendors may provide the city/country rather than a detailed street address for work performed outside of the United States. TBD; Host institution will provide at no cost to vendor. The University declines to answer this question. Yes; TBD TBD; campus varying and local first responder availability The University is constrained to completing the project within 18 months.

3 What is the current percentage increase applied to the price of proposals for vendors whose principal place of business is in North Carolina? Can the University System confirm the contract type for this acquisition (e.g., Firm-fixed price, time and materials)? Is there an incumbent for this opportunity? And if so, who is the vendor? Section 3.3. lists three evaluation criteria. Are these three criteria ranked in order of importance? If they are not equal, what percentage of evaluation of being place on the three? Can the University System confirm that the deliverable Work with each campus to develop a training exercise agenda refers to developing an HSEEP exercise for training purposes on that campus rather than a training course? Can the University System provide a list of exercise scenarios desired for the 14 exercises required in this RFP? Section 5.2 lists the deliverable, Conduct initial planning meeting Can the University System confirm whether or not the vendor will be responsible for conducting Midterm Planning Meetings, Final Planning Meetings, or any other formal HSEEP meeting? Section 5.2 lists the deliverable, Ensure that an emergency medical response element is on site Can the University System confirm whether they intend the vendor to procure this resource or if the vendor is only coordinating their participation? Attachment C: Pricing states that the vendor shall, provide separate quotes for conducting Seven (7) Table Top Exercises and Seven (7) Full Scale Exercise. Can the University System clarify if this requires 14 separate quotes or if separate simply referred to one quote be separate from the Technical Proposal? For pricing purposes, the RFP does not include the anticipated duration of a TTX or FSE. We understand exercises can be of different size and scope. For pricing purposes, can the University System anticipate the length of each exercise N.C.G.S is available online at tion/chapter_143/gs_ pdf. The University does not require a particular contract type for this acquisition. The University will consider the contract type proposed by the vendor in the University's evalution of the vendor's response to the RFP and in the University's evaluation of the best value to the University. EnviroSafe Consulting and Investigations, Inc., is currently providing these services to the University. As noted in RFP Section 3.4, "A trade-off/ranking method of source selection will be utilized in this procurement to allow the University to award the contract to the Vendor providing the overall Best Value, and recognizing that Best Value may result in award other than the lowest price or highest technically qualified offer. By using this method, the overall ranking may be adjusted up or down when considered with, or traded-off against, other non-price factors. The Vendors bids will be ranked 1, 2, 3, based on the strengths and weaknesses of each bid regarding the listed criteria and by considering the relative importance of those criteria." Yes, refers to training exercise. No, listed in RFP. Yes, vendor is responsible. Vendor is only coordinating participation. In a single quote, price out cost of each individual exercise. Exercise duration must be single-day while still meeting all stated requirements. Staffing levels must be sufficient to meet stated requirements

4 type and the anticipated number of staff required? In Section 5.2 the deliverables for the TTX include, Provide all personnel and resources for registration including controllers/facilitators. However, a similar deliverable is not provided for the FSE. Can the University System confirm is the FSE will have a similar deliverable requirement? Section 5.2 includes deliverables for the development of after-action reports. However, that section does not list the conduct of an afteraction meeting as listed in HSEEP. For the purposes of pricing, can the University System confirm that an after-action meeting is not a requirement of this solicitation? Section 5.0 states that the, Contractor is bound to comply with the HSEEP guidelines. Section 5.2 includes deliverables for TTXs and FSEs. However, there are many HSEEP standards not included in Section 5.2 for example, MPMs, FPMs, after-action meetings, etc. For the purposes of providing a price estimate, can the University System confirm that pricing should only include costs for deliverables specified in Section 5.2? 4.3 Invoices: Can the University System confirm whether it would be acceptable for a contractor to submit an invoice on a monthly basis? 4.9 Personnel: Can the University System identify and describe the position(s) and role(s) they deem as Key Personnel? 5.2 Tasks: Will the cost of securing the exercise location to conduct the TTX(s) be costreimbursable? 5.2 Tasks: Will the cost of securing the training location to conduct the FSE(s) be costreimbursable? What is the anticipated size, scope, and duration (i.e., # of agencies, # of participants, # of event days ) for each tabletop and full-scale exercise? 5.2 Tasks: Provide at a minimum three (3) weapons and safety checkpoints Can the University System confirm whether they intend the vendor to procure this resource or if the vendor is only coordinating the requirement with local law enforcement? Attachment C: Pricing: Can the University System describe the typical staffing requirement (quantity with roles and receptibilities) for each of the TTX (s) and FSE(s)? Yes, FSE will have a similar deliverable requirement. UNC System wants a 'hot wash' immediately following conclusion of each exercise (TTX and FSE). After-action report should be delivered in HSEEP-compliant format (in.word doc format) and derived from vendor observations/evaluations, and 'hot wash' comments. Quote should include option for after-action meeting if campus desires one aside from 'hot wash'. Pricing should only include costs for deliverables specified in Section 5.2 of the RFP. Invoices should only be submitted upon conclussion of all required elements of each individual exercise (TTX and FSE); 14 separate invoices total. TBD; Key personnel will be specific to each constituent institution. There is no cost to vendor for this. There is no cost to vendor for this. Exercise duration must be single-day while still meeting all stated requirements. Staffing levels must be sufficient to meet stated requirements Vendor will play intrical part in participant weapon safety protocols and will work with participating LEOs in a proactive manner. Vendor is requested to provide a weapons safety check procedure document. UNC System recommendation is for three separate weapon safety checkpoints prior to entering 'warm zone'. TBD; This will vary by constituent institution and local first responder availability. Is the vendor required to acquire and provide No

5 refreshments and/or meals for all participants during each tabletop and full-scale exercise? Attachment C: Pricing: Can the University System confirm if travel associated with supporting the planning meetings and exercise conducts would be cost-reimbursable? Attachment C: Pricing: Can the University System describe the information needed for the separate quotation? Is there interest in a breakdown of cost for each type of exercise for each location based on campus size and community resources? Section 5.2 Tasks states that the vendor must, secure training exercise location with audiovisual capabilities to conduct TTX. For the purposes of pricing, should the price quote include other direct costs associated with procuring a conference space. Or alternatively, does this deliverable simply refer to coordinating the location of free-to-use space at the hosting university? Is the vendor required to rent/lease the training exercise locations with audio-visual capabilities to conduct TTX or are there facilities within each campus that can be utilized? Can UNC System confirm that the "Key objectives for the training exercises" listed under 5.1 Objectives are the objectives for the exercises series rather than objectives offerors should respond to? Per the sixth bullet point in the subsection, will the university help secure an exercise venue that will be located on the university campus that would have the necessary audio-visual capabilities? Is there an evaluation preference for vendors utilizing Historically Underutilized Business (HUB) companies? No; all travel costs should be included in quote. In a single quote, price out cost of each individual exercise. Vendor will coordinate the location of free-to-use space at the hosting university No; campus will provide. Objectives listed are the stated objectives for exercises. Yes No. INSTRUCTIONS: 1. Return one properly executed copy of this addendum prior to the Bid Opening Date/ Time listed above. 2. Please make the following change(s) in the bid referenced above: 3. Check ONE of the following options:

6 Execute Addendum: Bid has not been mailed. Any changes resulting from this addendum are included in our bid. Bid has already been mailed. No changes resulted from this addendum. Bid has already been mailed. Changes resulting from this addendum are as follows. Bidder: Authorized Signature: Date: Name and Title (Typed):