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ADDENDUM No. 1
SPECIFICATIONS AND CONTRACT DOCUMENTS
Description of RFP 7117: PFA and City Board-Up'Services
OPENING DATE: 3:00 P.M. (Our Clock) April 28, 2010
Financial Services
Purchasing Division
215 N. Mason St. 2"d Floor
PO Box 580
Fort Collins, CO 80522
970.221.6775
970.221.6707
fcgov.com/Purchasing
To all prospective bidders under the specifications and contract documents described
above, the following changes are hereby made.
QUESTIONS/ANSWERS:
Q: Is the only acceptable Board -up method the Colorado standard method (i.e., using
screws)?
A: The Colorado standard is our preferred board -up method. If you plan to use that
method, tell us in the appropriate section of your proposal. If you propose to use an
alternate method, give us the details in the appropriate section of your proposal.
Q: What do you mean by Environmentally Preferable Purchasing and explaining your
Sustainability Plan?
A: What we mean is, tell us what types of materials you use in your board -up process?
What types of clean-up chemicals do you use in your operations (environmentally
friendly "green" chemicals, or otherwise)? As far as a Sustainability Plan; what is your
company policy on how you deal with materials after board -up — will you reuse, recycle,
donate to Habitat for Humanity, discard, etc?
Q: What will happen if the company that is awarded that contract does not live up to the
PFA's expectation? Will it be put out for bid again?
A: This is addressed in B.1.11 in the Vendor Questions/Directives. If PFA determines
the vendor's actions constitute a default of contract, there will be a section of the
resulting contract that deals with that. Depending on the timing of the default, PFA and
the City may elect to terminate the contract and re -assign it to the next -highest -rated
vendor. The resulting contract will be a one-year agreement with up to four optional
annual renewals. It is the PFA and the City's preference to award a contract that can be
renewed up to the maximum five years. Annually the buyer will ask the Project Manager
if he wishes to renew the contract; if Yes, a renewal letter will be sent to the vendor
asking if they wish to renew for another year.
Q: Is it just PFA/PD or are there any other divisions involved in this program?
A: At this point it is PFA and the City of Fort Collins Police Services. If it morphs into
something more, then the resulting contract can also be used by other City departments.
The awarded contract won't limit other City departments or other Northern Colorado
Front Range governmental entities from piggy -backing.
Q: RE: 24 hour stand -down parameters - can we be more specific?
A: From PFA's perspective, the citizen has just lost his home and is suffering the worst
event in their life. PFA's intent is for our citizen not to be making any major decisions
during this time, we don't want to have the citizen signing anything under duress. There
should be a rider decision already in process.
Q. Are we going to track & monitor the 24-hour window?
A. We will track it to the best of our ability; it will most likely be the incident
representative. PFA's goal is to reach the loss stopped, fire out, smoke gone.
Customer's relationship with the restoration company is to begin after that point. PFA
may use the restoration company to reach a point of loss stopped. Providing temporary
power to undamaged units in an apartment building fire would be an example of this.
When we reach "loss stopped", the cause and origin of the fire is determined, and the
building is officially turned over to the owner; then the restoration company works directly
with the customer to negotiate further services.
Q. Mitigation during the first 24 hours?
A. PFA is all hazard response. There are environmental impacts (e.g. Poudre River
accident last year), many differing scenarios; cars into buildings; etc. This RFP is
intended to encompass all different scenarios.
Q. Sole sourcing is great for companies, but going from 13 (on the current rotational list
used by PFA) to 1 is tough. Will the list be published to other companies? (We want to
be prepared in case there is a need for additional resources; for example, a train
derailment).
A. If scores are really close, we will factor that into our award decision, versus one
company rising to the top. Results from this process will give us a better picture of the
strengths and weaknesses of the top -rated firms.
Q. Electronic surveillance — what does it mean?
A. It means using scanners.
Q. Is it (using scanners) good or bad?
A. PFA would prefer to make the call to contact the restoration company.
It can be used as a proactive, pre -staging opportunity.
Some incidents take PFA longer than others, we may not be ready on the scene for the
restoration company right away. We don't want companies handing out business cards
to our citizens at the scene. Parameters can be set-up on scene and will only accept
companies that can produce a legit business card. The occupant still has the option of
calling their own restoration company. PFA may not need the contracted company to
respond.
Q. Other municipalities can piggy -back on the resulting contract; how will it work? Who
will they call?
A. They usually will contact City of Fort Collins Purchasing initially, who will provide
them the contract. More communities are going to single -source.
Q. Will the same (contract) guidelines apply to other municipalities?
A. Yes, they will use the same contract.
Q. What is the population of the Poudre Fire Authority (PFA) response District?
A. 180,000 with 238 sq miles that encompasses the PFA district (Bellvue, Fort Collins
LaPorte and Timnath). PFA answers to Poudre Fire Authority Board of Directors,
Poudre Valley Fire Protection District Board of Directors and City Council. The City of
Fort Collins population is 140,000.
Q. Who is making the final decision?
A. Panel is comprised of: Tom DeMint (PFA), Ralph Kettle (PFA), Ed Bonnette (City
Purchasing), and Jim Szakmeister (Police).
Please contact Ed C. Bonnette, CPPB, Buyer at (970) 416-2247 with any questions
regarding this addendum.
RECEIPT OF THIS ADDENDUM MUST BE ACKNOWLEDGED BY A WRITTEN
STATEMENT ENCLOSED WITH THE BID/QUOTE STATING THAT THIS ADDENDUM
HAS BEEN RECEIVED.
where renewal is a way of life