AUGUST 11, 2022
11:00AM - No questions have been submitted as of this time stamp.
UPDATED August 26, 2022
4:00 PM
QUESTION: Is LCHD/CHC seeking a contractor to provide the full suite of exercise services (Numbers 1-12) for each of the three exercises (Deliverable #1, Deliverable #2, Deliverable #3)? Or is LCHD/CHC seeking a contractor to provide just the services as defined for each exercise? For example, Deliverable #2 requires just a Functional Exercise (FE) Plan and Exercise Evaluation Guides (EEGs).
RESPONSE: All three exercises require the full suite of services as outlined on page 6.
QUESTION: Can any and/or all the planning meetings (C&O, IPM, MPM, MSEL, FPM, etc.) be conducted virtually?
RRESPONSE: All planning meetings can be held virtually.
QUESTION: Can you clarify the statement “position specific training shall be provided”? Is LCHD/CHC seeking a contractor to conduct position-specific training that has already been developed, or is LCHD/CHC seeking a contractor to develop and conduct the position-specific training? What/how many position-specific trainings (development and/or conduct) are being requested?
RESPONSE: The position-specific training shall be an overview of the position, job description, and applicable forms that the position is responsible for. The majority of the staff has been in the assigned position throughout the pandemic.
QUESTION: Does LCHD/CHC have a desired completion date for Deliverable #3?
RESPONSE: All clinic exercises shall be completed by May 30, 2023. The FQHC clinic pack-out exercises will be individually scheduled as staff and management is available.
QUESTION: Regarding the on-line training, does LCHD/CHC have an existing on-line training platform (i.e. LMS) to host the course? If so, what file format (e.g., SCORM, AICC, xAPI) is required? If not, is LCHD/CHC requesting the contractor to host the online training? If the contractor is expected to host the on-line training, for how long?
RESPONSE: The purpose of the power point training to be developed is for all staff to review annually. The intent is to increase response rates. LCHD will permanently host the training.
QUESTION: Can you clarify the statement “A certificate of completion will be required.” Is LCHD/CHC seeking a certificate that is automatically generated through LCHD/CHC’s training platform, through the contractor’s training platform, or a Word/PDF-style certificate that can be emailed to the student? If the expectation is that the contractor will need to monitor and track course completion to issue certificates of completion, what is the expected timeframe for all staff to complete the course?
RESPONSE: Certificate of completion is to verify that staff viewed the entire course and answered a few questions correctly. A word/PDF certificate is acceptable. It can be generated through our portal.
QUESTION: Is LCHD/CHC seeking a contractor to develop just the training outlining the call-down drills, or is the contractor expected to develop the call-down drills and the training for the drills?
RESPONSE: Development of training only.
QUESTION: The RFP states, “Submit one (1) marked unbound “Original”. Please confirm the County accepts electronic signatures via DocuSign.
RESPONSE: Yes however as please note the instructions and the delivery method of proposals must include hard copy by due date. Electronic download or email of proposals will NOT be accepted.
QUESTION: The RFP states, “Proposers are to submit proposals, to be opened and evaluated in private. Submit one (1) marked unbound “Original” and (4) four complete copies include one (1) electronic format (PDF or Word.doc) (unprotected) thumb drive (delivered with proposals). 1 version should be a redacted version of proposal if applicable.” Please confirm Proposer are to submit a total of 4 versions of the proposal: 1 unbound original, 4 copies of the original, 1 electronic on a thumb drive, and 1 redacted proposal.
RESPONSE: Confirmed
QUESTION: The Notice of Intent to Respond Form states, “RFP #17040 Safety and Incident Management System” Please confirm this is a clerical error and completion of the form is for RFP# 22124 Emergency Response Training and Exercise Program for the Lake County Health Department. The RFP No. 17040 is also reference on page 4, page 23, and page 27 of the RFP. Please confirm these are clerical errors as well.
RESPONSE: Yes all clerical errors new update forms have been posted to the RFP website documents.
QUESTION: Is the training for Point of Dispensing developed from scratch or does the Health Department have a baseline training it wants animated/voiced, etc.?
RESPONSE: We currently have outdated site manager training. It can be used as a template for the flow of information. Some of the current module no longer applies. The new version can be voice over pictures or animated.
QUESTION: Does the Health Department have a policy or a list of requirements for new PH employees that can be used as a starting point?
RESPONSE: Yes, the policy exists and will be provided upon start of the project.
QUESTION: Can the Health Department provide more information/links for the 20-minute presentation for new employees to use as a starting point?
RESPONSE: This deliverable will be collaborative. LCHD has photos, policies in place to use as well as past presentations to use as a model.
QUESTION: The RFP states, “Submission Format: Contractor should respond to each question or request for description of services in every Section to allow for consistency in reviewing of RFP responses by the Health Department. Failure to respond in this format may be cause for rejection. List the RFP sentence and Contractor’s response to each sentence.” Please clarify which section of the RFP this requirement pertains to.
RESPONSE: This would pertain to the entire RFP and in a format that is simple to follow by our reviewers.
QUESTION: The References Form states, “which Electronic Patient Systems Support Services have been contracted with.” Please confirm this is a clerical error. Note this form also extending into the Contractor Qualifications form on page 25 of the RFP.
RESPONSE: This is a clerical error.
QUESTION: The Contractor Qualifications Form includes a number of Years column for the proposed employees for this contract. Is that total years of experience or number of years with the Proposer’s company?
RESPONSE: This could be both, however we ask that you define the breakout of each if applicable.
QUESTION: The Contractor Qualifications Form includes five rows for employees who will be dedicated to this contract. Are Proposers permitted to include additional rows for additional labor categories/staff?
RESPONSE: Yes
QUESTION: Please clarify if Proposers are required to complete and include the Vendor Disclosure Statement with their proposal.
RESPONSE: Yes
QUESTION: Please clarify if Proposers are required to complete and include the Vendor Certification Form with their proposal.
RESPONSE: Yes
QUESTION: Are exercise planning meetings expected to be in-person?
RESPONSE: Exercise planning meetings can occur remote or in person.
QUESTION: What is the expected duration of play for the tabletop? And for the Functional exercises?
RESPONSE: There is no pre-determined duration for any of the exercises.
QUESTION: Are the exercises expected to be conducted in-person?
RESPONSE: Yes
QUESTION: If yes, does Lake County intend to provide a location for the exercises?
RESPONSE: Yes
QUESTION: What other logistical support does Lake County intend to provide for the in-person exercises (e.g., refreshments)?
RESPONSE: As a public health department, we cannot pay for food. If there is funding available through other means, we do take advantage of that and provide refreshments. At minimum we will always provide coffee and water.
QUESTION: The tabletop exercise scope for deliverable 1 mentions "Position specific training shall be provided for newly assigned staff to the PHEOC prior to the TTX exercise. The training shall be public health centric." Is this referencing the New Staff Training in Deliverable 6 or is this position-specific training separate?
RESPONSE: The position specific training is for Operations, Planning etc. All incident command staff has had various roles during the pandemic. The position training is an overview of duties for that position. New staff training is for program overview and call down drills.
QUESTION: If so, is this training to be provided as an additional training under Deliverable 1?
RESPONSE: Yes
QUESTION: If not, what is the expectation for the contractor in developing and/or providing this position-specific training?
RESPONSE: Answered above
QUESTION: Deliverable 4 says states the contractor is to update and improve the current POD site manager training. What is the role of the contractor in delivering the training to staff? Is the contractor also expected to record and host the training?
RESPONSE: LCHD will provide and conduct the training. It will be used as self-study style as staff is assigned that role in a response.
QUESTION: Is the contractor responsible for providing certificates?
RESPONSE: A template only.
QUESTION: Deliverables 5 and 6 state the contractor is to develop training. What is the role of the contractor in delivering the training for each of these deliverables?
RESPONSE: To just develop and train the trainer using LCHD staff to conduct the training.
QUESTION: Regarding Deliverable #1, is it the intent of the agency that this is simply an orientation/re-orientation to the staff roles and responsibilities within the PHEOC (based on existing job action sheets), perhaps using an Anthrax/bioterrorism scenario as a backdrop to drive the discussion?
RESPONSE: It is a review for seasoned staff and training for those new to the position. Anthrax/Bioterrorism is acceptable.
QUESTION: Regarding Deliverable #1, the RFP states “Position specific training shall be provided for newly assigned staff to the PHEOC prior to the TTX exercise. The training shall be public health centric.” Is this training going to be developed and conducted by LCHD, or is it the responsibility of the contractor?
RESPONSE: The position training shall be an overview of duties and job description for that position. The training can be in a self-study format. All ICS staff have completed some FEMA, most have had 300 and 400.
QUESTION: Regarding Deliverable #2, the RFP states “Develop one Functional Exercise (FE) plan and Exercise Evaluation Guides (EEG’s) for Division of Transportation.” Is it the intent of the agency that this exercise will be developed, conducted, and evaluated by the contractor prior to April 30, 2023?
RESPONSE: Yes
QUESTION: Regarding Deliverable #2, HSEEP doctrine states that a functional exercise “is designed to test and evaluate capabilities and functions while in a realistic, real-time environment; however, movement of resources is usually simulated.” Is it the intent of the agency to adhere to this guidance and simulate event updates using a Simulation Cell (SimCell) and a Master Scenario Events List (MSEL)?
RESPONSE: Yes
QUESTION: Regarding Deliverable #2, if the exercise will be conducted prior to April 30, 2023, will the agency be responsible for securing involvement of the identified external partners (e.g., Municipal Stakeholder, Medical Reserve Corps)?
RESPONSE: Yes, we will contact all participants.
QUESTION: Regarding Deliverable #3, the RFP states “Develop one functional exercise plan for immunization staff and clinic managers at all six Federally Qualified Health Centers.” Is it the intent of the agency that this exercise will be developed, conducted, and evaluated by the contractor? If so, by what date?
RESPONSE: Date of completion: May 30, 2023 of all six locations. Note that these are six different dates as each location has its own staff.
QUESTION: Regarding Deliverable #3, HSEEP doctrine states that a functional exercise “is designed to test and evaluate capabilities and functions while in a realistic, real-time environment; however, movement of resources is usually simulated.” Is it the intent of the agency to adhere to this guidance and simulate event updates using a Simulation Cell (SimCell) and a Master Scenario Events List (MSEL)?
RESPONSE: Yes
QUESTION: Regarding Deliverable #6, is it reasonable for the contractor to assume that this will include a focus on the roles of staff during a public health emergency?
RESPONSE: It is a presentation of all 6 deliverables. The focus is on gaps and highlights of each exercise.
QUESTION: Regarding Deliverable #6, is it reasonable for the contractor to assume that past accomplishments including (but not limited to) COVID-19 response are to be highlighted?
RESPONSE: No past accomplishments.
QUESTION: Regarding Deliverable #7, is it the intent of the agency that the contractor develops and presents the findings via PowerPoint to the Emergency Response Staff and LCHD leadership?
RESPONSE: Yes
QUESTION: RFP page 1, “Note to Proposers” instructs respondents to put “any and all exceptions … “ on the Pricing Sheet but there is no space or instructions related to Exceptions. That said, the following other parts of the RFP give different instructions re: noting Exceptions:
a. RFP page 11, #13i and #13j both indicate exceptions should follow the “Price Proposal Sheet,” which is #13h.
b. RFP page 4 indicates Comments/Exceptions should be put at the bottom of page 4.
c. RFP page 9 #6 Exceptions indicates “ … state any exceptions taken to the terms of this RFP by attaching additional pages to the Proposal submittal titled “EXCEPTIONS.” but does not give a location within the response.
RESPONSE: All exceptions can be noted in proposal on separate sheet and or Tab.
QUESTION: 3) General question regarding Exceptions, If a respondent provides proposed exceptions to terms and conditions, would the County be willing negotiate any of those exceptions after award?
RESPONSE: Yes
QUESTION: RFP page 5, “Scope of Services” who wrote the referenced “After-Action Reports”?
RESPONSE: As indicated on page six, the contractor will write the After Action Reports.
QUESTION: Where in the order of content (e.g. RFP page 11, 13a.-13l.) should Page 1 of the RFP be placed?
RESPONSE: Each Proposer should determine the exact format they would think best in submitting their proposal for ease of review.
QUESTION: Is a cover letter permitted?
RESPONSE: Yes
QUESTION: please clarify what is meant by “List the RFP sentences …. ” need to spelled out in our response? Where are the “ … questions or request for description of services in every Section” delineated so each Contractor is responding to the same sentences?
RESPONSE: Each Proposer should determine the exact format they would think best in submitting their proposal for ease of review.
QUESTION: please provide the respective weights for the criterion.
RESPONSE: This is confidential and not being provided.
QUESTION: please confirm that the RFP # for the address listed should be RFP 22124 and not RFP 21110.
RESPONSE: Confirmed this is for RFP 22124 and the address is correct as noted within the document.
QUESTION: Does the County want all pages of the addenda signed and returned OR does the County only want the first page of each addenda issues signed and returned?
RESPOSNE: All pages
QUESTIONS: Where in the order of content (e.g. RFP page 11, 13a.-13l.) should the signed addenda be placed?
RESPONSE: Each Proposer should determine the exact format they would think best in submitting their proposal for ease of review.
QUESTION: where in the order of content (e.g. RFP page 11, 13a.-13l.) should pages pertaining to Value Added Services be placed?
RESPONSE: Each Proposer should determine the exact format they would think best in submitting their proposal for ease of review.
QUESTION: If possible, please indicate who is on the selection committee.
RESPONSE: We will not release the staff on the review committee.
QUESTION: please provide guidance as to the titles the County wants for the tabs so all Contractors (Respondents) use the same language.
RESPONSE: Each Proposer should determine the exact format they would think best in submitting their proposal for ease of review.
QUESTION: please explain how the direction “ … list on a separate sheet the abilities … “ is different than the requested “Staff Capabilities” in letter g. on page 11.
RESPONSE: There may not be a difference, each Proposer should determine the exact format they would think best in submitting their proposal for ease of review.
QUESTION: will a proposed approach/work plan for fulling the scope and deliverables along with a proposed schedule be an acceptable response? f not, what does the County wish to see regarding demonstrating our “ability to fulfill agreement ….”?
RESPONSE: We will not answer this question specifically, each Proposer should determine the exact format they would think best in submitting their proposal for ease of review.
QUESTION: Please provide more detail as to content the County seeks with regards to “Customer service, training, and implementation”?
RESPONSE: We will not provide an answer this question specifically, each Proposer should determine the exact format and response they think best in submitting their proposal.
QUESTION: RFP page 18, Section 22. Indemnification. Would the County accept adding the word “reasonable” ahead of “ … attorney’s fees … “
RESPONSE: TBD
QUESTION RFP page 18, Section 22. Indemnification. Would the County consider removing the phrase “ … may arise or which may be alleged to have arisen out of, or … “ and inserting “are directly” before “in connection with the work covered … “?
RESPONSE: TBD
QUESTION: RFP page 19, Section 26. Default, and the sentence beginning “If delivery of acceptable … “would the County consider removing the following part of this sentence “as to stated items not yet shipped or services not yet rendered and to purchase substitute items or services elsewhere and charge the Contractor with any or all losses incurred.”
RESPONSE: TBD
QUESTION: RFP page 19, Section 26, Default, and the sentence “The Health Department shall be … “ Would the County consider inserting “reasonable” before “attorney’s fees … “?
RESPONSE: TBD
QUESTION RFP page 19, Section 27. Termination, and the sentence beginning “The Health Department reserves … “ : Would the County consider removing the phrase “ … the Health Department shall be entitled to purchase substitute items and/or services elsewhere and charge the Contractor with any or all losses incurred, including attorney’s fees and expenses.”
RESPONSE: TBD
QUESTION: RFP page 28, Sample Agreement, Section 6. Indemnification indicates “Contractor agrees to the fullest extent permitted by law, to indemnify, defend and hold harmless the Health Department, its officers, agents and employees from any and all third party claims or losses, arising or resulting from the Contractor’s actions or omissions in its performance of any of the Contractor’s obligations under the proposed Agreement and any activities or services supported hereunder. Would the County consider replacing “ … arising or …” with “directly”?
RESPONSE: TBD
QUESTION:RFP page 28, Sample Agreement, Section 6. Indemnification Would the County consider adding the following paragraph to this Section and after the paragraph ending “ .. activities or services supported hereunder.”?
“In no event shall either party be liable for any exemplary, punitive, incidental, special, indirect or consequential damages of any kind, including, without limitation, any loss of profits or revenue, loss of use of property or equipment and business interruption losses, regardless of the cause of such damages, including, without limitation, any negligence (whether active, passive, sole, concurrent or gross), breach of duty (whether statutory, contractual or otherwise) or any other fault of either party or any other person or entity, and regardless of whether the claim is based in contract, tort, strict liability or otherwise.”
RESPONSE: TBD
QUESTION: RFP page 21, #40 “Information Security” would the County Health Department provide a copy of the security policy and privacy standards, so that the Contractor understands the requirements?
RESPONSE: due to the nature of this RFP this information will be provided to the proposed awarded vendor as this component is not considered to be of critical nature in the submission of your proposal.