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CDBG - DR Damage Assessments

Last updated by Addendum #2 on Nov 2, 2023 4:07 PMSee what changed

Request For Proposal

Recovery and Resiliency

91116, 91800, 91827, 91832, 96145... show all

Project ID: 23-P-194KW

Release Date: Friday, October 13, 2023

· Due Date: Thursday, November 9, 2023 3:01pm

Posted Friday, October 13, 2023 3:10pm

All dates & times in Eastern Time

Question & Answer

Questions and clarifications about the project

The question submission deadline has passed. No more questions can be submitted.

1. Inspection Volume Oct 13 2023 at 4:09 PM

Anonymous Oct 13 2023 at 4:09 PM
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What is the estimated number of homes to be inspected for this project?
Nov 2 2023 at 11:03 AM
County of Volusia
The estimated number of homes is not known although the County anticipates assisting over 1,000 households. That information will be available after application process.

2. Multiple Vendors Oct 13 2023 at 6:14 PM

Anonymous Oct 13 2023 at 6:14 PM
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Will multiple vendors be selected for this opportunity?
Nov 2 2023 at 11:03 AM
County of Volusia
Per Section 3.37, Award, the County reserves the right to award to multiple vendors.

3. Damaged Assessment RFP versus Environmental Services RFP Oct 19 2023 at 10:39 AM

Anonymous Oct 19 2023 at 10:39 AM
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Does the County intend for this RFP to replacement the tentative reference to Home Inspection/Damage Assessments listed in the Environmental Services RFP?
Nov 2 2023 at 11:03 AM
County of Volusia
No. The Environmental Services RFP references the need to review potentially relevant reports such as those drafted by the Damage Assessor.

4. Inspection qualifications Oct 25 2023 at 10:30 AM

Anonymous Oct 25 2023 at 10:30 AM
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Regarding section 4.5: Will other certifications, such as a State-licensed contractor, HQS, Xactimate, or ICC be recognized as an accepted certification in place of the State Statute referenced in this section?
Nov 2 2023 at 11:03 AM
County of Volusia
No.

5. Paragraph 2. Terms and Conditions, subparagraph 2.1.A. RFP Closing Date (p. 4) Oct 25 2023 at 11:05 AM

Anonymous Oct 25 2023 at 11:05 AM
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Given the nearness of the closing date and the County’s responses to the questions and clarifications about the project posed by Respondents, would the County consider extending the RFP Closing Date by two calendar weeks?
Nov 2 2023 at 11:03 AM
County of Volusia
There will be no change in the closing date.

6. Paragraph 4. Scope of Work, subparagraph 4.2. Specific Services, sub-subparagraph A.3. (p. 36) Oct 25 2023 at 11:06 AM

Anonymous Oct 25 2023 at 11:06 AM
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Is the Respondent expected to provide a secure portal or will the County?
Nov 2 2023 at 11:03 AM
County of Volusia
The county will have a portal

7. Paragraph 4. Scope of Work, subparagraph 4.2. Specific Services, sub-subparagraph A.4. (p. 36) Oct 25 2023 at 11:07 AM

Anonymous Oct 25 2023 at 11:07 AM
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The RFP states that “The scope of work shall be completed by at least one of the following professionals whose credentials support their ability to do so: a licensed residential contractor, an engineer, or an architect.” In order to satisfy this requirement, could the scope of work be prepared by qualified staff (adjusters, construction managers, estimators, unlicensed engineers/architects) and submit their work to be checked and signed off by the licensed professional prior to submission to the County?
Nov 2 2023 at 11:03 AM
County of Volusia
Yes, provided that the credentials of all qualified staff are presented in the response to this RFP.

8. Paragraph 4. Scope of Work, subparagraph 4.2. Specific Services, sub-subparagraph A.8. (p. 37) Oct 25 2023 at 11:10 AM

Anonymous Oct 25 2023 at 11:10 AM
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Can the Respondent submit a bid alternate with an all-inclusive hourly rate for the time and effort to “Review and make recommendations to approve/disapprove change orders from contractors when requested.”
Nov 2 2023 at 11:03 AM
County of Volusia
Pricing for damage assessments should include cost for any review of change orders.

9. Paragraph 4.5. Qualifications and Certifications (p. 38) Oct 25 2023 at 11:11 AM

Anonymous Oct 25 2023 at 11:11 AM
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The cited statute states that ““Home inspector” means any person who provides or offers to provide home inspection services for a fee or other compensation.” The Florida Department of Business & Professional Regulation issues Home Inspector licenses on an individual basis. This requirement states that the “Contractor shall be Licensed…”, however this is not an option for the reasons stated. In lieu of the “firm” or “contractor”, would it be satisfactory to the County if members of the Respondent’s staff were DBPR licensed Home Inspectors?
Nov 2 2023 at 11:03 AM
County of Volusia
Yes, provided that the credentials of all qualified staff are presented in the response to this RFP.

10. Paragraph 4. Scope of Work, subparagraph 4.2. Specific Services, sub-subparagraph C. (p. 37) Oct 25 2023 at 11:10 AM

Anonymous Oct 25 2023 at 11:10 AM
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Will the unit cost provided in the Pricing Proposal be used to compensate the Respondent for the as requested services?
Nov 2 2023 at 11:03 AM
County of Volusia
Yes

11. Paragraph 4. Scope of Work, subparagraph 4.2. Specific Services, sub-subparagraph A.7. (p. 37) Oct 25 2023 at 11:07 AM

Anonymous Oct 25 2023 at 11:07 AM
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Can the Respondent submit a bid alternate with an all-inclusive hourly rate for the time and effort to “Attend meetings with implementation vendor for construction, when necessary, to provide technical assistance on questions related to the scope of work.”
Nov 2 2023 at 11:03 AM
County of Volusia
Pricing for damage assessments should include cost for any potential meetings required with the implementation vendor and/or County staff.

12. Paragraph 6. Pricing Proposal (p. 41) Oct 25 2023 at 11:11 AM

Anonymous Oct 25 2023 at 11:11 AM
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The Pricing Proposal form requires a unit cost for each Multi-Family unit. Could the County please specify whether a unit means an entire multi-family building or an individual apartment unit within a multi-family building?
Nov 2 2023 at 11:03 AM
County of Volusia
Individual unit

13. Paragraph 8. Proposal Information, subparagraph 7.8.3. Project Approach PROPOSAL (p. 51) Oct 25 2023 at 11:12 AM

Anonymous Oct 25 2023 at 11:12 AM
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Does the County have a desired or estimated timeframe for the vendor to complete the Specific Services?
Nov 2 2023 at 11:03 AM
County of Volusia
Not at this stage, however, the County will work with the selected Damage Assessor to establish reasonable deadlines once applications for assistance have been received.

14. Licenses Oct 25 2023 at 11:20 AM

Anonymous Oct 25 2023 at 11:20 AM
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Would licensed insurance adjusters meet the requirements for “appropriately licensed professionals” to perform inspections?
Nov 2 2023 at 11:03 AM
County of Volusia
Yes, provided that the credentials of all qualified staff are presented in the response to this RFP.

15. scope of Work Oct 25 2023 at 4:03 PM

Anonymous Oct 25 2023 at 4:03 PM
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What is the extent and nature of the damage that needs assessment?
Nov 2 2023 at 11:03 AM
County of Volusia
This information is unknown at this time, pending the application process.

16. Scope of Work Oct 25 2023 at 4:03 PM

Anonymous Oct 25 2023 at 4:03 PM
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Are there any specific areas or components that require special attention?
Nov 2 2023 at 11:03 AM
County of Volusia
This information is unknown at this time, pending the application process.

17. scope of Work Oct 25 2023 at 4:04 PM

Anonymous Oct 25 2023 at 4:04 PM
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Please provide more detail as to if the units are single story/ Multi story. If Multi story, how many floors?
Nov 2 2023 at 11:03 AM
County of Volusia
This information is unknown at this time, pending the application process.

18. scope of Work Oct 25 2023 at 4:05 PM

Anonymous Oct 25 2023 at 4:05 PM
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What are the various mix of roof types?
Nov 2 2023 at 11:03 AM
County of Volusia
This information is unknown at this time, pending the application process.

19. Assessment Timelines Oct 25 2023 at 4:05 PM

Anonymous Oct 25 2023 at 4:05 PM
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What is the project timeline and deadline for completing the damage assessment?
Nov 2 2023 at 11:03 AM
County of Volusia
Policies and Procedures are still being developed but a range of 15-30 days is being contemplated.

20. Assessment Timelines Oct 25 2023 at 4:05 PM

Anonymous Oct 25 2023 at 4:05 PM
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Is there a specific schedule or timeline for submitting the assessment findings?
Nov 2 2023 at 11:03 AM
County of Volusia
Policies and Procedures are still being developed but a range of 15-30 days is being contemplated.

21. Site Access and Safety Oct 25 2023 at 4:06 PM

Anonymous Oct 25 2023 at 4:06 PM
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Will the contractor have access to the damaged property, and are there any safety or security considerations to be aware of?
Nov 2 2023 at 11:03 AM
County of Volusia
Yes, in conjunction with homeowner and county staff

22. Site Access and Safety Oct 25 2023 at 4:06 PM

Anonymous Oct 25 2023 at 4:06 PM
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Are there any specific protocols or safety measures that contractors need to follow on-site?
Nov 2 2023 at 11:03 AM
County of Volusia
The conditions of the homes are unknown at this time.

23. Data Collection Requirements Oct 25 2023 at 4:06 PM

Anonymous Oct 25 2023 at 4:06 PM
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Are there specific data formats or documentation requirements?
Nov 2 2023 at 11:03 AM
County of Volusia
Unknown, will be in conjunction with system of record that has yet to be awarded.

24. Data Collection Requirements Oct 25 2023 at 4:06 PM

Anonymous Oct 25 2023 at 4:06 PM
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Are there specific systems that the contractor must use for data reporting?
Nov 2 2023 at 11:03 AM
County of Volusia
Unknown, will be in conjunction with system of record that has yet to be awarded.

25. Reporting and Documentation Oct 25 2023 at 4:07 PM

Anonymous Oct 25 2023 at 4:07 PM
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What reporting and documentation requirements are specific to CDBG-funded projects, and how should the contractor address them in the assessment process?
Nov 2 2023 at 11:03 AM
County of Volusia
This information will be provided to the awarded contractor(s)

26. Reporting and Documentation Oct 25 2023 at 4:07 PM

Anonymous Oct 25 2023 at 4:07 PM
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Are there specific forms, records, or reporting timelines that need to be followed?
Nov 2 2023 at 11:03 AM
County of Volusia
This information will be provided to the awarded contractor(s)

27. Regulatory Compliance Oct 25 2023 at 4:07 PM

Anonymous Oct 25 2023 at 4:07 PM
User information is private
What specific CDBG regulations, guidelines, or compliance requirements must the contractor adhere to during the damage assessment project?
Nov 2 2023 at 11:03 AM
County of Volusia
This information will be provided to the awarded contractor(s)

28. Regulatory Compliance Oct 25 2023 at 4:08 PM

Anonymous Oct 25 2023 at 4:08 PM
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Are there any unique CDBG-related reporting or documentation requirements that the contractor should be aware of?
Nov 2 2023 at 11:03 AM
County of Volusia
This information will be provided to the awarded contractor(s)

29. CDBG Funding Details Oct 25 2023 at 4:08 PM

Anonymous Oct 25 2023 at 4:08 PM
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Have the CDBG funds been secured, and what is the status of any pending applications or approvals?
Nov 2 2023 at 11:03 AM
County of Volusia
Awaiting approval by HUD which is anticipated to be finalized in January 2024.

30. Damage Assessor Requirements Oct 25 2023 at 10:56 AM

Anonymous Oct 25 2023 at 10:56 AM
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Will the county consider waiving the requirement that damage assessors need to be licensed contractors, architects, or engineers? Historically CDBG-DR damage assessors only need to be Xactimate certified.
Nov 2 2023 at 11:03 AM
County of Volusia
The awarded contractor must be licensed and in good standing as a home inspector in accordance with FL Statutes 468 Part XV.

31. Paragraph 4. Scope of Work, subparagraph 4.2. Specific Services, sub-subparagraph A.1. (p. 36) Oct 25 2023 at 11:06 AM

Anonymous Oct 25 2023 at 11:06 AM
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Does each inspection of a residential structure need to be performed exclusively by DBPR licensed Home Inspectors, or can qualified staff (adjusters, construction managers, estimators, unlicensed engineers/architects) perform the inspections and submit their work to be checked and signed off by a DBPR licensed Home Inspector prior to submission to the County?
Nov 2 2023 at 11:03 AM
County of Volusia
The RFP calls for the contractor being a licensed home inspector. If the respondant is confident that the workload can be complete with qualified staff under the supervision of a DBPR Home Inspector, then the response should include a breakdown of how the respondant intends to achieve this. Yes, provided that the credentials of all qualified staff are presented in the response to this RFP.

32. CDBG Funding Details Oct 25 2023 at 4:08 PM

Anonymous Oct 25 2023 at 4:08 PM
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If secured, what is the timeline in which funds should be obligated, disbursed, etc.?
Nov 2 2023 at 11:03 AM
County of Volusia
Anticipated HUD contract in December/January

33. Environmental Review and Compliance Oct 25 2023 at 4:09 PM

Anonymous Oct 25 2023 at 4:09 PM
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Has an environmental review been conducted for this project in compliance with CDBG environmental regulations?
Nov 2 2023 at 11:03 AM
County of Volusia
A separate RFP was advertised to solicit environmental assessment services

34. Damages - Section 2.11 Oct 25 2023 at 4:35 PM

Anonymous Oct 25 2023 at 4:35 PM
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Given the nature of the damage assessment scope of work, the damage to the County for Loss is pre-existing. How is any (unsubstantiated) claim mitigated by, “… action of inaction …”? Please outline any “no limits of liability” issues with examples.
Nov 2 2023 at 11:03 AM
County of Volusia
The clause states “The Contractor shall be responsible…by the actions and inactions of its employees. The pre-existing damage is irrelevant. The actions or inactions of the employees, staff, etc. that causes damage is what’s relevant. There is no cap to the liability for damages caused by the contractor, employees, staff, etc.

35. No subject Oct 25 2023 at 7:01 PM

Anonymous Oct 25 2023 at 7:01 PM
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Can the County clarify how the damage assessments in this scope of work differ from the damage assessments in the CDBG-DR Environmental Consulting RFP?
Nov 2 2023 at 11:03 AM
County of Volusia
This Contractor will evaluate property damage, develop a scope of work, and determine an estimate of cost to repair. Environmental is examining all required environmental concerns for each property.

36. Pricing Oct 25 2023 at 7:02 PM

Anonymous Oct 25 2023 at 7:02 PM
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Can the County confirm whether vendors can submit additional rates with their proposals?
Nov 2 2023 at 11:03 AM
County of Volusia
Vendors may submit additional rates but rates for each service identified are the only rates being evaluated.

37. Proposal Format Oct 25 2023 at 7:02 PM

Anonymous Oct 25 2023 at 7:02 PM
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Should the information requested in items 2 and 3 (qualifications and experience) of the evaluation criteria be placed within the Brief Profile section of the proposal? If not, in which proposal section should vendors provide this information?
Nov 2 2023 at 11:03 AM
County of Volusia
Yes, this information should be included in Section 8.2.

38. Proposed Staff Oct 25 2023 at 7:05 PM

Anonymous Oct 25 2023 at 7:05 PM
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With respect to Section 4.2(A)4, does the engineer and/or architect who prepares the scope of work need to be a professionally licensed engineer or registered architect?
Nov 2 2023 at 11:03 AM
County of Volusia
While the initial preparation need not be conducted by a licensed engineer or registered architect, ultimately, the scope of work must be completed by a licensed engineer or registered architect.

39. No subject Oct 25 2023 at 7:06 PM

Anonymous Oct 25 2023 at 7:06 PM
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Will asbestos, lead-based paint, and/or mold remediation take place under the Environmental Consulting RFP or should vendors prepare pricing for these items under this RFP?
Nov 2 2023 at 11:03 AM
County of Volusia
The environmental consultant would note that these were concerns, the Damage Assessment Contractor will determine pricing to repair

40. No subject Oct 25 2023 at 7:06 PM

Anonymous Oct 25 2023 at 7:06 PM
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With respect to Section 4.2(A)7 and 8, should the cost of technical assistance during the construction period, including recommendations regarding change orders, be provided as a separate hourly rate line item or can the County clarify into which unit these costs should incorporated?
Nov 2 2023 at 11:03 AM
County of Volusia
Pricing for damage assessments should include cost for technical assistance during the construction period, including recommendations regarding change orders

41. No subject Oct 25 2023 at 7:06 PM

Anonymous Oct 25 2023 at 7:06 PM
User information is private
With respect to Section 4.2(C), should the cost of general home inspections be provided as a separate hourly rate line item or can the County clarify into which unit these costs should incorporated?
Nov 2 2023 at 11:03 AM
County of Volusia
Yes. This information should be submitted in Section 8.4.

42. No subject Oct 25 2023 at 7:07 PM

Anonymous Oct 25 2023 at 7:07 PM
User information is private
With respect to Section 4.2(C), could the County expand on the scope of these inspections and their frequency?
Nov 2 2023 at 11:03 AM
County of Volusia
These inspections will be requested on an as-needed basis. The frequency of these requests is unknown at this time.

43. No subject Oct 25 2023 at 7:08 PM

Anonymous Oct 25 2023 at 7:08 PM
User information is private
With respect to Section 4.2(C), will the general home inspections require any special certification?
Nov 2 2023 at 11:14 AM
County of Volusia
Contractor shall be Licensed and in good standing as a home inspector in accordance with Florida State Statute Chapter 468, Part XV.

44. No subject Oct 25 2023 at 7:08 PM

Anonymous Oct 25 2023 at 7:08 PM
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Will the Initial Inspection report be on a County provided format or will it be a format provided by the contractor?
Nov 2 2023 at 11:03 AM
County of Volusia
The County will work with the awarded Contactor(s) to determine the agreed upon format.

45. No subject Oct 25 2023 at 7:08 PM

Anonymous Oct 25 2023 at 7:08 PM
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What system of record is the County utilizing?
Nov 2 2023 at 11:03 AM
County of Volusia
The System of Record RFP has not yet been awarded.

46. No subject Oct 25 2023 at 7:08 PM

Anonymous Oct 25 2023 at 7:08 PM
User information is private
With respect to Section 4.5, could the County clarify if the vendor needs to be a home inspector in good standing or does this requirement pertain to the vendor’s inspectors?
Nov 2 2023 at 11:03 AM
County of Volusia
The awarded contractor must be licensed and in good standing as a home inspector in accordance with FL Statutes 468 Part XV.

47. No subject Oct 25 2023 at 7:14 PM

Anonymous Oct 25 2023 at 7:14 PM
User information is private
With respect to section 4.2(A), can the County confirm whether the phrase "each residential structure" refers to an entire multi-family property or individual units within a multi-family building?
Nov 2 2023 at 11:03 AM
County of Volusia
Individual unit

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