Addendum #1 To Request For Proposal (RFP) For National Mass Evacuation Tracking System (NMETS) And Shelter Placement Implementation Plan

ADDENDUM #1

To

REQUEST FOR PROPOSAL (RFP) FOR

NATIONAL MASS EVACUATION TRACKING SYSTEM (NMETS) and

SHELTER PLACEMENT IMPLEMENTATION PLAN

FOR WHICH PROPOSALS MUST BE RECEIVED IN THE OFFICE OF

EMERGENCY MANAGEMENT AND COMMUNICATIONS

1411 W. MADISON, CHICAGO, ILLINOIS 60607

BY 4:00 P.M. ON THURSDAY, NOVEMBER 15, 2012

BIDDER MUST ACKNOWLEDGE RECEIPT OF THIS ADDENDUM

IN THE SPACE PROVIDED ON THE PROPOSAL SIGNATURE PAGE

1. This refers to the RFP, Section IV Proposal Responses

Section 6 “Financial Statements”

 ii. Audited financial reports

 *Question: If we do not have audited financial reports, can we submit something else in its place? We are a privately held company.

Response: Financial reports must be included, but if they are not audited, then the bidder must include a formal letter stating this with justification.

*This was asked at another pre-bidders conference.

For consistency purposes, the response will apply to all three RFPs:

Regional Animal Services Plan

Citizen Preparedness Plan

National Mass Evacuation Tracking System and Shelter Placement Implementation Plan

2. This refers to the RFP, Section V Format of Proposals

*Question: The RFP states that bidders must submit 1 original proposal and 5 copies on USB drives. Can the bidder submit the 5 copies on CDs instead?

Response: Yes, the bidder may submit the 5copies on CD ROMS. The bidder will submit one original document with original signatures and notarized where appropriate.

*This was asked at another pre-bidders conference. For consistency purposes, the response will apply to all three RFPs:

Regional Animal Services Plan

Citizen Preparedness Plan

National Mass Evacuation Tracking System and Shelter Placement Implementation Plan

3. This refers to Section IV Proposal Responses, Section 2 “Projected Approach and Methodology.”

The current Subsection (i) in the RFP is retracted.

The corrected language is as follows:

Discuss in detail Consultant’s overall approach and methodology for the work to be performed.  The vendor should discuss in detail prior or current experience in tracking systems.  The vendor should discuss in detail their experience in developing qualitative and quantitative metrics.  The vendor will provide detailed information of the plans it created and executed to manage each described project. The vendor will include a discussion on any software and computer database management tools that will be used to conduct and analyze its research.

4. This refers to the correct proposal due date.

All proposals are due on Thursday, November 15, 2012 at 4 p.m. Central Standard Time. Late submissions will not be accepted.

5. This refers to IV Proposal Responses, Section 3 “Professional Qualifications.”

Question: In Subsection (vi) “Minimum Qualifications and Experience;” please clarify what is meant by submitting a sample Risk Assessment

Response: A sample Risk Assessment that was conducted over the past 5 years should be included in the bidder’s proposal.

5. This refers to Section III Scope of Services.

Question: the RFP requires that we review the availability and quality of current data on shelters within the CSA. Is there an existing system that could help us with this process?

Response: The selected vendor will be working closely with the Red Cross, other appropriate non-governmental organizations as well as local, county, and state agencies with mass care responsibilities, to develop an accurate assessment of the current status of shelter captivity in the CSA and contiguous states.

6. This question refers to Section III Scope of Services.

Question: There are multiple projects and deliverables. Who ensures there are no overlaps nor conflicts?

Response:  It will ultimately be the Project Manager to insure the varying projects are on course and overlap as little as possible.  Although some overlap may not be avoided, the selected vendor will have the opportunity to have a representative attend the varying subcommittee meetings which can also help alleviate this overlap as well.