FEMA Housing Repair Line Item Database

THIS IS A REQUEST FOR INFORMATION (RFI) IN ACCORDANCE WITH FAR 15.201(c)(7) AND FAR 52.215-3. This is NOT a Request for Proposal (RFP). An RFP is not being issued at this time, and this notice shall not be considered as a commitment by the Government to issue a RFP, nor does it restrict the Government to a particular acquisition approach. Requests for a solicitation will not receive a response. BACKGROUND The Federal Emergency Management Agency (FEMA) is a Federal agency authorized under 44CFR (Code of Federal Regulations) and PL (Public Law) 93-288 as amended by PL 100-707 to provide assistance to disaster victims in Presidential declared disasters and emergencies. As a part of these disaster relief efforts, FEMA conducts residential housing inspections for disaster survivors. These inspections are completed using a line item method where required repairs are recorded as a construction component (with required quantity and associated unit cost). The inspection is recorded using a damage estimating software solution. FEMA's Individuals and Households Program (IHP), as well as other agencies involved in disaster relief are the end users of this data. OPERATIONAL CONCEPT FEMA seeks a partnership with a Contractor to develop a database on a Microsoft Access platform that provides the unit cost for FEMA home repair components. The Contractor shall perform research of repair line item costs in each Federal Information Processing Standards (FIPS) code areas across the country to provide a database that represents the local economy in a disaster location. Services specified under this contract require quarterly updates and additional pricing work that reflect changes in prices due to current economic conditions in each FIPS code location. ACQUISITION CONCEPT FEMA anticipates issuing a solicitation for a housing repair line item database in the near future. In order to facilitate this solicitation the Agency is seeking information from the construction cost estimating software community. The Agency anticipations that the future solicitation will have the following general requirements: 1. Scope a. Develop and update the FEMA Line Item Database in a Microsoft Access format with an interactive front end application capable of entering a disaster number, selecting a state or territory, selecting counties, municipalities or parishes within the state or territory, and exporting the pricing data in FEMA's designated tab delimited format described in Attachment B. b. The line item format includes a category, line item number, line item name, unit of measure and a description of repair represented by the line item. The line item cost is a sum of all cost components associated in the use of that line item c. The database shall be updated quarterly, delivered to FEMA through a FTP (File Transfer Protocol) site to be imported by FEMA. The first deliverable of the base year if exercised, shall be delivered in the first weeks of: i. September = Q1 ii. December = Q2 iii. March = Q3 iv. June = Q4 d. Develop an annual Line Item Mapping Master - A Microsoft Excel file of the Line Item basis and rationale used for pricing that provides a breakdown of the line item components as CSI codes with national average costs. e. Develop a Line Item Basis Document - A definition of the individual and cumulative cost elements that make up the line item price. 2. Tasks a. Line Items Database - The interactive database shall consist of 381 line items, descriptions and exclusions inclusive of services, real and personal property items, speed estimating, room composition descriptions and boat repair components. Unless noted, the Contractor shall provide pricing that reflect the usage descriptions provided. (Attachment A) b. The Contractor shall develop a database capable of exporting the pricing data in the FEMA designated tab delimited format. (Attachment B) and Section 7. Mandatory Technical Requirements. c. The Contractor shall provide the database and the quarterly updates in the most current version of Microsoft Access format. d. The database and quarterly updates shall indicate the dollar amount of each line item and represent pricing within the FEMA designated FIPS locations. All FEMA line items are intended to provide repairs that meet International Residential Building Codes. e. Personal Property line items under the Appliance/PP category, unless noted, will have a single national average pricing basis for all FEMA designated FIPS code locations. f. Line Item Mapping Master - The Contractor shall provide a soft copy MS Excel document showing the basis for all line items; e.g. formulas used for pricing, labor and material quantities, removal and disposal etc. as well as overhead, profit calculations and other related cost factors. g. Basis Definition Document - The Contractor shall provide a line item basis document in MS Excel or alternative application format that defines, in easily understandable terms, the CSI codes and formulas used to derive the components costs associated with the application of that line item. If the Contractor would like to provide the document in an alternative format, they must obtain prior approval from the CO and COR. h. Contract Modifications - Due to continual changes in the scope of the FEMA program and provision of prompt disaster assistance, the Government may request developmental work or additional line items and basis adjustments over the life of the contract. i. The Government may request future modifications to allow the FEMA operating systems to work in an alternative operating platform. A separate Statement of Objectives or Statement of Work will be submitted by the Contract Officer to the Contractor for a technical and price proposal. The proposal will be reviewed for approval, subject to changes and follow-up questions, and a task order modification issued by the Contract Officer. 3. Deliverables a. Line Item Database - The executable file for generating, viewing, and exporting pricing data shall be sent via File Transfer Protocol (FTP) service provider or similar FTP web application. The quarterly updates will reflect changes in prices due to current economic conditions in the designated FIPS locations and will include any change and modification requested within the preceding quarter. b. Line Item Mapping Master - The annual Line Item Database national average costs release basis and rationale shall be sent to the FEMA COR for approval two weeks prior to the March Q1 database update. c. When task order modifications are completed, the Contractor shall provide an updated Mapping Master file two weeks prior to the next scheduled quarterly update. d. Basis Definition Document - The Contractor shall provide a basis document or alternative application that defines, in easily understandable terms, the CSI codes and formulas used to derive the component costs associated with the application of that line item. e. Quality Management Plan - The Contractor shall establish, document, implement and maintain a quality control system in accordance with the requirements of a quality management system model that the contractor chooses. f. Quality Control Plan - The Contractor shall provide a written quality control plan. This plan shall be sent to the FEMA COR for approval two weeks prior to the September Q1 database update. 4. Delivery Schedule a. Section 5.1 The database shall be delivered to FEMA no later than the first week of September of the Base Year and subsequent Option Years if exercised. The quarterly database updates shall be provided in the first week of September, December and March of the base year. Option years, if exercised, will follow the same sequence. b. Section 5.2 Mapping Master basis shall be provided to FEMA two weeks prior to the March quarterly database update. When line items are added or changed and accepted in the database through task order modifications, the Contractor shall provide an update of the Mapping Master basis two weeks prior to the next scheduled quarterly database update. c. Section 5.3 The basis definition document or alternative vehicle shall be provided to FEMA two weeks prior to the March quarterly database updates. d. Section 5.4 The Contractor shall provide a written quality control system for approval by the Contract Officer Representative within 30 days of contract award. e. Section 5.5 The Contractor shall provide initial access to the Industry Construction Cost Data within 14 calendar days of contract award. Access to the annual updates shall be provided within 14 calendar days of contract award. f. Section 5.6 The Contractor shall provide a written quality control plan. This plan shall be sent to the FEMA COR for approval two weeks prior to the September Q1 database update. g. All deliverables are subject to COR review and acceptance. The findings will be provided to the Contractor to allow the Contractor to explain, dispute, or correct any pricing discrepancies. Verified errors shall be remedied by the Contractor with a corrected deliverable provided to FEMA within 72 hours of Contractor acknowledgement. Final acceptance of the deliverables will be in written format and sent to the Contractor's designated point of contact. ? 5. Mandatory Technical Requirements a. The pricing database shall be required to operate on Windows 7 Enterprise 32-bit and Service Pack 1 operating system environment and be operable with future Microsoft operating systems. b. The pricing database fields at a minimum shall match the fields shown in the database format and shall be exported in tab delimited format described in Attachment B. c. The export files shall contain line item pricing costs for each line item in Attachment A, FEMA Line Item and Usage Descriptions. d. The database shall have the capability to display and print out the average cost for each line item. QUESTIONS - What quality assurance standards/methods do you think best for management and surveillance of pricing services? - How are prices identified as Medium? - How is the grade of material identified? - What would be your source for personal property pricing? - There are occasions that personal property items need pricing between quarters, based on disaster circumstances. What allowances, if any, would you be willing to make for this? - Are shipping cost updated monthly for OCONUS areas such as: Alaska, Guam, Hawaii, Puerto Rico and American Samoa. - Beyond the scope of scheduled pricing updates, what are the additional costs to generate and implement a new line item specification and subsequent price? What is the time frame from the initial notice to implementation for an out of scheduled specification price? - What documentation or specification outline do you require from the customer to generate a price? - What other agencies (federal, state, non-profit) do you provide specifications and prices, and what are their requested timeframes for updates? This question is being asked to confirm if our annual update request is sufficient. - How long does it take for your firm to provide a specification price using an outline identified by your institution? Time frame for both scheduled additions, and non-scheduled additional line items. - What outside counsels do you have a relationship? I.e. ISO, National Home Builders, Association of General Contractors, AIA, etc... - Will you provide a single point of contact for specification updates and annual pricing, or do you use a call center with no designated individual? - At any time in the last two years have you been prohibited from contracting with any US Government agency? - Have you in the last two years been the subject of any action to suspend, debar or terminate for cause with the US Government? If so, please explain. - What is the timeframe needed to get started with this requirement? - Are there any ambiguities on the Performance Work Statement? - Will data be developed internally or outsourced? - Will there be any data rights involved with this requirement? 6. Property and Intellectual Rights - The databases and quarterly updates shall have unlimited use by the Government through the contract duration and shall become Government owned property thereafter. The executable file and the quarterly updates of the pricing database will be loaded on an unlimited number of FEMA computers at any time. 7. Place of Performance - The primary work location will be the Contractor's place of business. 8. Government-furnished Property - There is no requirement to provide Government Furnished Property and is not applicable to this contract. 9. Period of Performance - The period of performance will be five (5) years, which consists of one Base Period (12 months) and four (4) Option Periods (12 months each). 10. RFI Response Format - Respondents are encouraged to ensure that their submittals are complete and address all items outlined within this RFI. Respondents may provide additional promotional literature in addition to their response. Submissions in response to this RFI shall not exceed fifteen (15) pages. Interested parties are requested to submit a statement of capability outlining past work that is related to this requirement. The statement of capability shall also include the information listed below: 1. Company Name/Division, mailing address, e-mail address, telephone, FAX numbers, and website address (if available). 2. Single point-of-contact name, title, telephone, and email address. 3. DUNS number, CAGE Code, Tax Identification Number (TIN), and company structure (Corporation, LLC, partnership, joint venture, etc.). Please note that companies must be registered in the System for Award Management (SAM) to be considered potential sources (https://www.sam.gov/portal/public/SAM/). 4. Applicable NAICS code under which the company customarily does business. 5. Business size for NAICS Codes _______ and ____________ and socio-economic status, if qualified as one or more of the following: a. 8(a) firm (must be certified by SBA) b. Small Disadvantaged Business (must be certified by SBA) c. Woman-Owned Small Business d. HUBZone firm (must be certified by SBA) e. Service-Disabled Veteran-Owned Small Business (must be listed in the VetBiz Vendor Information pages) 6. A description of the firm's ability to perform services described in the draft Statement of Objectives and any other information you believe to be important and germane to the purposes of this RFI. The responses received will assist FEMA with identifying the number and nature of the entities that consider themselves feasible technical solution providers. Responses may also assist FEMA in creating a Statement of Work for future solicitation(s). Each respondent, by submitting a response, agrees that any cost incurred by it in responding to this request, or in support of activities associated with this RFI, shall be the sole responsibility of respondent. FEMA shall incur no obligations or liabilities whatsoever, to anyone, for any costs or expenses incurred by the respondent in responding to this RFI. Responses to this RFI will not be returned.