NYS Office of General Services
RFI 22925a IQF Processing ServicesPAGE 1
Remediation Mitigation ServicesRequestFor Information (RFI)
This RFI is posted on the Procurement Services website:
Issued: April 10, 2015
Response Submission Deadline: April 24, 2015
All inquiries shall be made by email to the following address:
Please include “RFI Response” in the Subject line of your e-mail
This is NOT a bid. Please DO NOT request bid documents.
THIS IS A REQUEST FOR INFORMATION.
Request for Information – Statewide Email Services Page 1 of 2
NYS Office of General Services
RFI 22965: Remediation Mitigation Services
Table of Contents
1.0 INTRODUCTION
1.1 PURPOSE OF THIS REQUEST FOR INFORMATION
1.2PERTINENT DATES
1.3OBJECTIVES OF THIS RFI
2.0CONTENT AND FORMAT OF RESPONSES TO THIS RFI
2.1SUBMISSION OF RESPONSES
2.2 GENERAL TERMS
3.0 RFI RESPONSE FORM
3.1 COMPANY DEMOGRAPHICS
3.2 CATEGORY SPECIFIC QUESTIONS
3.3 SUB-CATEGORY CAPABILITIES
3.4 NYS REGIONS SERVED
3.5 GENERAL
3.6 PRICE
1.0INTRODUCTION
The New York State Office of General Services requests information from vendors that provide Remediation Mitigation Services (Water, Sewage, Mold, Smoke/Fire). For the purpose of this Request for Information (RFI), Remediation Mitigation Services refers to services provided to users to make property that has recently sustained some form of Water, Sewage, Mold, or Smoke/Fire damage safe for the continuation of a necessary public use or function.
We request that it be filled out and submitted electronically.
A response does not bind or obligate the responder or the New York State Office of General Services to any agreement of provision or procurement of products/services referenced. No contract can or will be awarded based on submissions.
1.1 PURPOSEOF THIS REQUEST FOR INFORMATION
The purpose of this RFI is to acquire information regarding possible options and solutions available in the marketplace for Remediation Mitigation Services. New York State will use the information received from this RFI to review the available options and solutions in making a determination regarding future contracting strategies. Vendors interested in participating in any possible future opportunities are encouraged to respond to this RFI, register for a free account with The New York State Contract Reporter ( and sign up for Email notifications.
1.2PERTINENT DATES
Milestone / Date and TimeRFI Release Date / April10, 2015
RFI Response Due Date / April24, 2015, 5:00PM (Eastern)
1.3OBJECTIVES OF THIS REQUEST FOR INFORMATION
It is the objective of this RFI to:
- Develop a general understanding of vendor demographics and Remediation Mitigation Services capabilities;
- Obtain vendor feedback on working with New York State and possible operating models, leading practices, pricing structures and process improvements;
- Solicit vendor perspective on the future direction for Remediation Mitigation Services; and
- Determine if opportunities exist for M/WBE and Service Disabled Veteran participation within New York State.
1.4 SCOPE OF THIS REQUEST FOR INFORMATION
The scope of this request is for information about Remediation Mitigation Services provided to New York State, Local Government Agencies and the private industry. For the purposes of this RFI, the phrase Remediation Mitigation Services refers collectively to a grouping of similar services acquired from multiple sources to resume normal operations. New York State is looking to understand possible alternative purchasing models and, therefore, encourages participation by venders who may not have previously provided services to State agencies. In the near future, New York State may, at its discretion, hold a vendor roundtable session with companies who respond to this RFI.
2.0CONTENT AND FORMAT OF RESPONSES TO THIS RFI
2.1SUBMISSION OF RESPONSES
- Please provide all information using thesection 3.0 RFI RESPONSE FORMincluded within this document.
- Please enter responses within the yellow cells found next to or below each question.
- Please enter responses using a computer if possible.
- Please maintain the original formatting of this document.
- Please do not leave blanks. Respondents shouldattempt to answer all questions. If a question cannot be answered, please provide a brief explanation as to why the question cannot be answered (e.g., N/A, outside the scope of available business offering).
- Respondents may submit additional material or material prepared specifically in response to the RFI which they believe may be of interest or use to the State.
- Please rename this document with the following naming convention: NYS RFI Vendor Name(Vendor Name should be your company’s name) and submit according to the directions below.
- If any of the information in the vendor response is considered confidential, proprietary or a trade secret, it must be clearly indicated on the appropriate page of the vendor response.Release of such materials is governed by the NYS Freedom of Information Law, which in pertinent part requires the requester to provide specific justification as to why disclosure of particular information in the response would cause substantial injury to the competitive position of the vendor.
- Please submit your response electronically via email no later than April24, 2015, 5:00PMto NYS OGS Procurement Services:
OGS reserves the right to have follow-up communications with individuals and vendors who responded to the RFI.
2.2 GENERAL TERMS
- The State will not be liable for any costs of work performed in the preparation and production of any RFI response. By submitting a response to the RFI, vendor agrees not to make any claims for, or have any right to damages because of any misunderstanding or misrepresentation of the information, or because of any misinformation or lack of information in the RFI. All responses to the RFI shall become the property of the State of New York.
- Vendors are requested to respond to all questions. This RFI is issued as a means for collecting market research; solely for information and planning purposes. A response does not bind or obligate the responder or the New York State Office of General Services to any agreement of provision or procurement of services referenced. No contract can or will be awarded based on RFI submissions.
- Since this RFI is designed as a tool to collect information and will not result in a procurement contract, it does not fall under the requirements of State Finance Law §§139-j and 139-k (the Procurement Lobbying Law) and there is no restricted period.
- Freedom of Information Law and Responses
a)The purpose of New York State's Freedom of Information Law (FOIL), which is contained in Public Officers Law Sections 84-90, is to promote the public's right to know the process of governmental decision making and to grant maximum public access to governmental records.
b)Thus, a member of the public may submit a FOIL request for disclosure of the contents of the responses submitted to the State in response to this RFI. The responses of respondents are subject to disclosure under FOIL. However, pursuant to Section 87(2) (d) of FOIL, a State agency may deny access to those portions of responses which "are trade secrets or submitted to an agency by a commercial enterprise or derived from information obtained from a commercial enterprise and which if disclosed would cause substantial injury to the competitive position of the subject enterprise." Please note that information which you may claim as proprietary, copyrighted or rights reserved is not necessarily protected from disclosure under FOIL.
c)If there is information in your response which you claim meets the definition set forth in Section 87(2) (d), you must so inform us in a letter accompanying your response.
5. The State reserves the right to:
a)Postpone or cancel this RFI without further notification to RFI respondents.
b)Amend the specifications after the RFI release with appropriate notice to all RFI respondents.
c)Request RFI respondents to present supplemental information clarifying their responses, either in writing or in formal presentation.
3.0RFI RESPONSE FORM
3.1 COMPANY DEMOGRAPHICS
Question / Company Response1 / Company Name
1a / Address
1b / City, State, Zip Code
1c / Number of Employees
1d / Years in Business
2 / Contact Name
2a / Title
2b / Email Address
2c / Phone Number
3 / What is your annual revenue?
4 / Are you a minority-owned business enterprise? / (Please respond Yes or No)
5 / Are you a woman-owned business enterprise? / (Please respond Yes or No)
6 / Are you certified with Empire State Development Corporation (ESDC) as aminority and/or woman owned business (M/WBE)? / (Please respond Yes or No)
7 / Do you currently provide services to New York State Agencies? / Yes/No
List of Agencies
List of Services Provided
3.2 CATEGORY SPECIFIC QUESTIONS
Question / Company Response8 / How do you define Remediation Mitigation Services? (Examples: Water, Sewage, Mold, Smoke/Fire or Fire Water Restoration Services.)
9 / How long has your company been providing Remediation Mitigation Services?
10 / What do you consider to be your Remediation Mitigation Services core competencies?
11 / Have you worked with clients that have multiple sets of requirements? For example, within NYS there are various types of facilities and the service requirements of an office building may differ than those at a hospital.
What is the size (number of buildings and total square footage) for your smallest client? Your largest client? / Number of Buildings / Total Square Footage
12 / Smallest
Largest
13 / Describe past 5 years of commercial work experience describing 10 largest jobs.
14 / What is your average response time?
15 / How many trucks/employees are available? What certifications are held by workers in charge and how are they trained?
16 / Do you follow IICRC/ Clean Trust standards?
i.e. The Clean Trust (formerly the Institute of Inspection, Cleaning and Restoration Certification (IICRC)) announces the formation of two consensus bodies for the revisions of the "ANSI/IICRC S520 Standard and Reference Guide on Professional Mold Remediation" and the "IICRC S300 Standard and Reference Guide for Professional Upholstery Cleaning,"
17 / How are your firms standards documented?
18 / What daily reports are generated to document work performed, labor, equipment and materials used?
19 / What are the materials charges expected on 1) water mitigation 2) sewage mitigation 3) mold mitigation and 4) smoke/ fire mitigation?
20 / At what point is a 3rd party recommended to write a work protocol for the restoration company?Please list any potential companies for such work and how will their time/testing be billed?
21 / Will certified payrolls be provided?
22 / What is your hourly rate for:
- Commercial supervision
- Residential supervision
- Project management
- Any other positions not covered by the prevailing rate laws?
23 / What are your square footage rates for all tasks anticipated to be used for water/smoke/fire/sewage and mold remediation?
24 / What is your equipment rate for all tasks anticipated to be used for water/ smoke/fire/sewage and mold remediation?
25 / What cost guides does your firm use if any? Do you use a cost guide? (i.e. Xactimate).
26 / How are your subcontractors’costs/invoices handled within billing?
27 / How long are your rates in place for? What are the notice provisions for change in rates and do you require escalation clauses in contracts that you are signatory to?
28 / What percentage overhead and profit is charged? Is that a flat rate or contained within other costs?
29 / Do you prefer to participate in a multi-year Contract or one that must be renewed each calendar year?
30 / What is your average response time per geographic area served?
31 / Are there any restrictions on documentation that must be notarized or submitted under oath?
32 / What insurance companies is your firm approved by or affiliated with?
33 / What certifications and licenses does the firm have? If any, please describe the requirement and benefit.
34 / Provide an electronic sample of your standard agreement.
35 / Provide an electronic copy of your billing documentation structure.
36 / Do you have experience with clients that have more than 250 facilities in various locations across their footprint?
37 / What information would you like to see in a potential Request for Proposal that would help you effectively respond to and price Remediation Mitigation Services for NYS?
38 / Do you have experience managing clients that have customized service needs across their facilities?
39 / Do you have experience with government clients (federal, state, and local)? If so, please list the names of your government clients. / Yes/No
List Clients
40 / Do you have experience with healthcare facilities and/or hospitals? If so, please list the names. / Yes/No
List Clients
41 / Do you have experience with correctional facilities? If so, please list the names. / Yes/No
List Clients
42 / Do you have experience working with NYS Certified MWBEs and/or Service Disabled Veterans?
43 / If NYS were to publish a Request for Proposal for Remediation Mitigation Services, would you be able to provide services for a broad spectrum of environments (Commercial/Office Building, Healthcare, School, and Correctional Facility)?
44 / If NYS were to publish a Request for Proposal for such Services, would you be able to attend individual facility site visits?
45 / Given the number of government facilities, site visits may take an extended period of time. How many days per week could your company commit to attend site visits?
46 / Describe the typical process your company follows when putting together a cost proposal for Remediation Mitigation Services.
3.3 SUB-CATEGORY CAPABILITIES
QuestionPlease indicate below which RESTORATION / REMEDIATION / MITIGATION Services your company is capable of providing. Indicate with one of the following responses:
Direct: your company and employees can provide this service;
Sub-Contract: your company would sub-contract this service; or
No: this service is not available.
Service / Ability to provide Services? / Service / Ability to provide Services?
Fire/Smoke Damage / Water Damage
Flood Cleanup / Mold Removal
Sewage Cleanup / Other (please list):
Other (please list): / Other (please list):
Other (please list): / Other (please list):
Other (please list): / Other (please list):
Other (please list): / Other (please list):
Other (please list): / Other (please list):
Other (please list): / Other (please list):
Other (please list): / Other (please list):
Other (please list): / Other (please list):
3.4 NYS REGIONS SERVED
QuestionPlease indicate below which counties your company is capable of providing REMEDIATION MITIGATION SERVICES (indicate with a Y/N response). What geographical area do you service?
Able to provide services:
County / Smoke/Fire / Water / Mold / Sewage / Other- / Other-
Albany
Allegany
Bronx
Broome
Cattaraugus
Cayuga
Chautauqua
Chemung
Chenango
Clinton
Columbia
Cortland
Delaware
Dutchess
Erie
Essex
Franklin
Fulton
Genesee
Greene
Hamilton
Herkimer
Jefferson
Kings
Lewis
Livingston
Madison
Monroe
Montgomery
Nassau
New York
Niagara
Oneida
Onondaga
Ontario
Orange
Orleans
Oswego
Otsego
Putnam
Queens
Rensselaer
Richmond
Rockland
Saratoga
Schenectady
Schoharie
Schuyler
Seneca
St. Lawrence
Steuben
Suffolk
Sullivan
Tioga
Tompkins
Ulster
Warren
Washington
Wayne
Westchester
Wyoming
Yates
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NYS Office of General Services
RFI 22965: Remediation Mitigation Services
3.5 GENERAL
Question / Company Response47 / Briefly explain how your company takes an active approach to helping clients identify savings opportunities.
48 / Briefly describe your ideas to save the State of New York money in Remediation Mitigation Services.
49 / From your perspective, what are the most important trends in the Remediation Mitigation Services industry?
50 / Please use this space to provide any additional feedback about the Remediation Mitigation Services industry or your experience working with New York State. Are there any pitfalls we should be aware of? Please do not provide marketing materials.
3.6 PRICE
Question / Company Response51 / What type of pricing structure does your company currently use with your customer base? (For example: price per square foot, time and materials, set monthly rate, etc.)
52 / Please describe successful pricing models you would recommend using for New York State.
53 / Does the work in your industry require you to pay NYS prevailing wages for certain titles?
54 / How does your pricing structure account for increasing prevailing wage and minimum wage rates? "Prevailing Wage" means the wage determined by the Department of Labor FiscalOfficer tobeprevailing for the various classes of Fire Water Restoration Services employees in each locality. It is required that all NYS vendors pay their staff prevailing wage rates where a prevailing wage rate has been identified.
PAGE 1Friday, April 10, 2015