Answer to Questions by N4n5I7

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									                        UNIVERSITY OF MASSACHUSETTS
                               President’s Office
   REQUEST FOR PROPOSAL UP12-DJ-0203 - UMass Multi Campus Hazard Mitigation Plan

                                 Answer to Bidder Questions

Question 1
The tentative week of interviews (May 21-24) listed in the RFP is coincident with the annual
Association of State Floodplain Managers (ASFPM) meeting and conference in San Antonio
(http://asfpmconference.org/). Most of the prominent Certified Floodplain Managers (CFMs) in
the country will be there. The most viable bidders for the hazard mitigation plan will have
CFMs on their teams who are also attending this conference. This could make it difficult to hold
interviews during that period of time. Recognizing that the RFP said the dates were tentative,
can the University provide any commentary about choosing an alternate week for interviews
that does not conflict with the ASFPM meeting?

UMass Answer to Question 1

The University will schedule interview dates that will work well for both parties.

Question 2
The RFP does not include the Worcester Campus. Do they have a current Mitigation Plan or is
one in progress at the moment?

UMass Answer to Question 2

The question is not relevant to this RFP. The Worcester Campus is not included in this RFP.

Question 3
Has UMASS considered setting aside resources to support a Project Liaison from the campus
staff?

UMass Answer to Question 3

Each campus will have a designated Project Sponsor to work with the vendor throughout the
project.

Question 4
The Multi-Campus Hazard Mitigation Plan must address both natural and human-caused
hazards in all areas of the University campuses. Is there a maximum or minimum number of
hazards that you would like included? Has a vulnerability assessment for each campus
previously been conducted?

UMass Answer to Question 4

There is no maximum or minimum number of hazards that the University would like included
in the plan. Yes, the University has conducted a vulnerability assessment for each campus.

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Question 5
Concerning Data Collection and Analysis, the RFP states that all current plans associated with
disaster and emergency response efforts should be utilized, will UMASS provide copies of all
current plans for all campuses?

UMass Answer to Question 5

Yes.

Question 6
After the three interactive workshops/meetings, is it acceptable to host WebEx and Live
Meetings via computer if additional information is needed?

UMass Answer to Question 6

Yes.

Question 7
The RFP states the following regarding deliverables: Ten (10) printed and bound copies of the
final FEMA approved Multi-Campus Hazard Mitigation Plan. Is that the entire total or the total
for each campus?

UMass Answer to Question 7

Entire total.

Question 8
The RFP states that the proposal should be 25 typed pages using a 12‐point font size (excluding
resumes, financial statements and dividers). May charts, figures, and captions be excluded
from the 12-point font size?

UMass Answer to Question 8

Yes, charts, figures and captions can be excluded from the 12-point font size.

Question 9
What involvement will the Presidential Library and the Mass Archives Building have in the
development of the UMass Boston Mitigation Plan?

UMass Answer to Question 9

Presidential Library and Mass Archives Building staff will be provided the opportunity to
participate as stakeholders in the development of the UMass Boston Mitigation Plan.




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Question 10
Are there any existing emergency plans that address common hazards between UMass Boston,
the Presidential Library and the Archives Building?

UMass Answer to Question 10

No.

Question 11
Is the Center for Marine Science and Technology in New Bedford, the Advanced Technology and
manufacturing Center in Fall River, the Star Store arts campus in New Bedford, or the
Fairhaven-based continuing education centers to be included in the project?

UMass Answer to Question 11

All campus locations should be included in the project for the UMass Dartmouth Mitigation
Plan.

Question 12
Will the Central Administration Offices in Boston and Shrewsbury be included in the plan?

UMass Answer to Question 12

Yes.

Question 13
Are there any off-campus sites to be included in the hazard mitigation plan?

UMass Answer to Question 13

No.

Question 14
Will the contractor be supplied with criminal statistics and security procedures from each
campus?

UMass Answer to Question 14

Yes.

Question 15
Will the contractor have access to existing campus emergency plans, including plans from
surrounding communities that encompass the UMass campuses?

UMass Answer to Question 15

Yes.


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Question 16
Can some of the meetings listed in the RFP be conducted via conference calls or individual
campus meetings be combined at a centrally located meeting when agenda items are similar?

UMass Answer to Question 16

The three public campus meetings must be conducted on campus. Additional meetings
throughout the project may be combined or conducted via conference calls.

Question 17
Can the meetings be held in a suitable facility on UMASS property at no cost to the contractor
(i.e., no room rental fees)?

UMass Answer to Question 17

Yes.

Question 18
Are there any timeframes within the academic school calendar when contract activities would
need to be suspended (e.g., graduation, summer, semester breaks)?

UMass Answer to Question 18

No.

Question 19
Has any previous hazard mitigation planning taken place either collectively or independently on
any of the listed UMASS locations?

UMass Answer to Question 19

No, however a threat and vulnerability assessment has been conducted for each campus.

Question 20
Is there an expectation that any of the listed UMASS locations would be used as a component
of a local or state Comprehensive Emergency Management Plan (CEMP) for sheltering,
evacuation, etc?

UMass Answer to Question 20

Unknown.

Question 21
Will there be one steering committee for all 6 locations, or individual committees for each
location?



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UMass Answer to Question 21

There will be one Multi-Campus Steering Committee and each campus will have an individual
Hazard Mitigation Committee.

Question 22
Will there be one process for the acceptance of each Hazard Mitigation Plan submitted for each
location or will each location have separate processes?

UMass Answer to Question 22

There will be one process for the acceptance and approval of the Multi-Campus Hazard
Mitigation Plan.

Question 23
Do any of the locations have an emergency communication plan?

UMass Answer to Question 23

Yes, all campuses have emergency communication plans.

Question 24
Do any of the UMASS locations listed in the RFP have GIS data?

UMass Answer to Question 24

GIS data is available for all campuses.

Question 25
Do any of the host communities have GIS data that include UMASS facilities?

UMass Answer to Question 25

Unknown.

Question 26
Is there an existing plan that identifies ‘collaborative resources’ across all locations?

UMass Answer to Question 26

No.

Question 27
Do any of the listed locations have a Continuity of Operations Plan (COOP)?

UMass Answer to Question 27

Yes, all campuses have Continuity of Operations Plans.
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Question 28
Please confirm the locations that this project covers. The RFP states that this project is
"specifically focused on developing a Multi-Campus Hazard Mitigation Plan for UMass Boston,
UMass Dartmouth, UMass Lowell and the UMass Central Administration Office/President’s
Office". Does the UMass Central Administration Office/President’s Office include both a) 225
Franklin Street, Boston, MA 02110 and b) 333 South Street, Shrewsbury, MA 01545 ?

UMass Answer to Question 28

Yes, the UMass Central Administration Office/President’s Office includes two locations: 225
Franklin Street, Boston, MA and 333 South Street, Shrewsbury, MA.

Question 29
Only 1 page is allowed for Cost Summary. What kind of detail is requested for the one page
cost?
       - hours by task?
       - rates by personnel category?
       - total amounts by task?
       - total direct costs (including travel)
       - other formats?

UMass Answer to Question 29

Just total project cost (This would include all expenses, labor, travel, materials, etc.).

Question 30
Does the University or any of the campuses have an existing mitigation plan?

UMass Answer to Question 30

No.

Question 31
Did the University or any of the campuses participate in the local community mitigation
planning processes?

UMass Answer to Question 31

No.

Question 32
Did the University receive grant funding for the development of this mitigation plan? And if so,
did the University define in-kind services to meet the grant match requirements?




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UMass Answer to Question 32

Yes, the University received grant funding from the Hazard Mitigation Grant Program
(HMGP). The grant match is in-kind contributions of labor from University staff.

Question 33
Have plans been completed in house or by a consultant for the Amherst and Worcester
campuses?

UMass Answer to Question 33

The question is not relevant to this RFP. The Amherst and Worcester Campus are not included
in this RFP.

Question 34
Has any prior thought been given to the types and number of human caused hazard to be
addressed by the plan?

UMass Answer to Question 34

There is no maximum or minimum number of hazards that the University would like included
in the plan. The University is seeking the expertise from the vendor to help determine what
hazards should be addressed in the plan.

Question 35
If we stay below the limit of 25 pages for the overall proposal, is there flexibility among the
sections?

UMass Answer to Question 35

Please stay within the allocated page limits per section.

Question 36
Is building foot print data for the buildings on each of the campuses available in a digital
Geographic Information System (GIS) compatible format?

UMass Answer to Question 36

Yes.

Question 37
Is infrastructure/communication/utility information available in that or a similar digital format?

UMass Answer to Question 37

Yes.



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Question 38
There is a requirement that a project kickoff meeting with University Project Manager and a
series of kickoff meetings at each of the campuses will be held it can be assumed that no
additional expenses will be incurred by the contract holder to cover the cost of the venue,
meeting space, audio visual equipment, etc. correct?

UMass Answer to Question 38

Correct, the University will provide meeting space, audio visual equipment, etc. for all
meetings.

Question 39
There is a requirement that three interactive workshops/meetings (at a minimum) at each of
the campuses will be held. Since held at University Locales, it can be assumed that no
additional expenses will be incurred by the contract holder to cover the cost of the venue,
meeting space, audio visual equipment, etc. correct?

UMass Answer to Question 39

Correct, the University will provide meeting space, audio visual equipment, etc. for all
meetings.

Question 40
There is a requirement that final presentation’s on the FEMA approved Multi-Campus Hazard
Mitigation Plan will be held at each of the Campuses. Since these shall be held at University
Locales, it can be assumed that no additional expenses will be incurred by the contract holder
to cover the cost of the venue, meeting space, audio visual equipment, etc. correct?

UMass Answer to Question 40

Correct, the University will provide meeting space, audio visual equipment, etc. for all
meetings.


Question 41
As this RFP has an estimated value of $351,758; a submittal which includes a Supplier Diversity
Program Plan will receive additional considerations? Are WBE, MBE, VBE given extra
consideration in the approval process.

UMass Answer to Question 41

This process will be guided by the University’s policy in this area, which reads:
        “The University’s commitment to the principles of Affirmative Action shall be applied
       to purchasing with the objective of achieving and fostering greater minority and
       women-owned business enterprise participation in University procurement activity
       and encouraging socially disadvantaged business owners to respond to invitations to
       bid on University business.”


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Question 42
Is price consideration for this bid proposal considered more advantageous?

UMass Answer to Question 42

Price consideration is one of the evaluation criteria’s; however project
understanding/methodology, experience, project staff and references are weighted higher.




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