FEMA Seeks Alternative Housing

Amendment 5 Final Questions The purpose of this amendment is to post the final questions received from contractor questions. Please review #7 carefully since the answer has been revised. No further questions will be accepted. Proposals are due August 1, 2008. 1. Block 20, SF 1449, states that the contractor is to provide one prototype, and Q&A No. 43 confirms that only 1 prototype is required. - Does the Government want the prototype to be a 1 bedroom, or a 2 bedroom, or 3 bedroom unit? Or is the type of the prototype unit left to the discretion of the offeror? This is at the discretion of the offeror. Offeror may submit a 1 bedroom, 2 bedroom, 3 bedroom or any combination of the three options as their proposed design to FEMA. Offeror should mark N/A in the CLINS and sub CLINS that they do not wish to bid on. FEMA may award only certain CLINS depending on unit proposals. 2. Block 20, SF 1449, states that the Government anticipates multiple awards of an indefinite Delivery/Indefinite Quantity ("IDIQ") type contract. Does this mean that there definitely will be more than one awardee? Yes 3. The RFP does not contain FAR Clause 52.216-22, Indefinite Quantity, as required by FAR 16.504, "Indefinite-Quantity Contracts." Will this clause be added by Amendment? Yes it will be added. 4. Q&A No. 61 indicates that the offeror is to "outline any limitations" it might have if an order exceeds its capacity. - Since FEMA contemplates an IDIQ contract: i. Will FEMA add by Amendment FAR Clause 52.216-19, Ordering Limitations, as required by FAR16.506(b)? Yes ii. Will FEMA provide the "maximum order" for any single order (because FAR 16.504(b)(4) requires the RFP to "specify the total minimum and maximum quantity of supplies or services the Government will acquire under the contract")? Yes 5. Q&A No. 78 and 79 indicated that the Government is only obligated to buy one (1) unit, and that the Government does not intend to establish yearly minimum order commitments, either by CLIN, or dollar value. However, FAR 16.504(b)(2) provides that "to ensure that the contract is binding, the minimum quantity must be more than a nominal quantity, but it should not exceed the amount that the Government is fairly certain to order." - Is the acquisition of only one (1) unit more than a nominal quantity Yes it is a minimum of one (1) to allow PM to test the unit to see if it meets our needs. That is why FEMA is only guaranteeing buying the one unit. But, if acceptable, more units will be purchased as required. - What amount is the Government fairly certain to order? The one (1) unit. 6. Q&A No. 19, 20, 21 and 22, 60 and 62, ask for the relative weights of the technical factors and subfactors. FEMA responded that "all criteria judged independently, no relative weights are specified." However, FAR 15.305(d) states that "all factors and significant subfactors that will affect contract award and their relative importance shall be stated clearly in the solicitation." - Will FEMA provide the relative importance of all factors and significant subfactors? Yes, these will be incorporated into the solicitation. 7. Factor 1, Past Performance, at RFP page 5-4 states that "the Government will evaluate the offeror's past performance based on ability to supply items in a timely fashion that satisfies requests in terms of quantity and quality, including meeting warranty support." However, the RFP does not provide a "Past Performance" Questionnaire for the offerors to identify its performance under prior contracts. - Will the Government provide the forms? No. - If the Government does not plan to provide the "Past Performance" Questionnaire: i. what specific information does the Government require The contractor is to supply the contract number and award amount, contact person, title and telephone number for all relevant past performance within the last three years. Please provide any performance rating or evaluations received during this time. ii. what is the minimum number of references, A minimum number of three references is requested. 8. Q&A No. 29 (a), requested information concerning the "NOAA/FCC approved weather radio" and asked whether it was to be free-standing, or a fixed unit that was installed in the wall. This answer remains unclear. - Is the radio to be wall-mounted (i.e., permanently affixed to the wall of the housing), or is it simply to be provided as a supply item? Placement of the radio is at the discretion of the Offeror. 9. Q&A No. 29 (b), references Pages 48 and 49 for the air test procedures. The RFP does not contain a page 48 and 49. Page 48 and 49 of the scanned pdf (Rugged Two bedroom park Model (RP) Procurement Specifications) generally address that there will be air testing, but do not provide any basic information such as: i. How long is the test to last; ii. What are acceptable levels of formaldehyde; iii. Do the homes have to be ventilated, not ventilated, for how long, etc.; iv. Please clarify this response. See Attached IAQ Testing Procedures (already posted) 10. Proposal Delivery Instructions - The final line of the 1st Amendment reads: - There will be no electronic or hand delivered proposals accepted. i. Does this mean that FEMA will only accept submissions by mail? ii. Must the mail arrive at FEMA before 2:00 pm on August 1, 2008? Yes 11. Are you looking for wheeled housing solutions? If so, then we won't be able to partake. This solicitation is not limited to - wheeled housing solutions or those units equipped with permanent chassis. The unit must be capable of being transported to the disaster location and installed on-site in a timely manner. 12. Are any of the units going to be accessible for persons with disabilities? If unit is accessible per Uniform Federal Accessibility Standards please indicate on proposal. 13. Period of performance is noted as one year with four possible options for a total of sixty months. Does this mean the offerer must provide the prototype for inspection by FEMA within one year of the date of contract award? Upon negotiation of the award, FEMA expects production to begin immediately and unit acceptance to occur in under a month. 14. In the July 15, 2008, responses to questions submitted by contractors regarding RFP HSFEHQ-08-R-0106, the following question was posed: 5. "I have printed out the paper to put bids on. How do we submit this to you? " The FEMA response is as follows: "Please submit electronically with your proposal to Linda Jackson, Contract Specialist, as stated on RFP." This response is contradicted by FEMA in #2 of the "PROPOSAL DELIVERY INSTRUCTIONS" section contained in the same document where contractors are specifically instructed by FEMA that: 2. "There will be no electronic or hand delivered proposals accepted." No electronic or hand delivered proposals are accepted. Please mail into contract specialist as specified in the PROPOSAL DELIVERY INSTRUCTIONS 15. Are contractors being prohibited from either electronic or hand delivery of proposals? Yes. 16. Do we need to provide - additional specifications within our proposal? Also under the line items. There are 1, 2 and 3 bedrooms. Our unit is 1 open room that can sleep up to 6 people. How do we go about pricing this under the requirements you guys need? Offeror may submit a 1 bedroom, 2 bedroom, 3 bedroom or any combination of the three options as their proposed design to FEMA. Offeror should mark N/A in the CLINS and sub CLINS that they do not wish to bid on. FEMA may award only certain CLINS depending on unit proposals. 17. What would be the minimum and maximum lease term years they would consider? Lease program is at the discretion of the offeror. FEMA prefers pricing to be completed with supplied pricing sheet in non-lease terms; however, Offeror may provide lease terms if they choose and include justification in the proposal. 18. Considering that Modular Housing Units are now an acceptable configuration (Amendment 1), can the required indoor air quality testing be performed at the final assembly location which is different than the Point of Manufacture or Staging area? No. 19. Can the Sofa be considered a bed? Yes 20. What is the expected delivery time after award for CLIN 0001, 0002, 0003, and all respective SUB-CLINs? For CLIN 0001, 0002, and 0003 as applicable: Upon negotiation of the award, FEMA expects production to begin immediately and unit acceptance to occur in under a month. 21. The IAQ testing procedures for solicitation HSFEHQ-08-R-0078 2 BR Park Model requires a 7 day waiting period, testing on day 8, followed by another 7 day waiting period and testing on day 16. Does this apply to the current solicitation HSFEHQ-08-R-0106? Yes. Please see FEMA IAQ Testing Procedures attached. 22. Are Insulation packages required to meet Energy Star standards? Please submit with proposal how the unit has met the energy star standards. 23. Do you want the Appliances to meet Energy Star standards? Yes. 24. If unit must be Energy Star Compliant, what region should it comply with? Please describe which area's your unit is Energy Star compliant with proposal or how other locations can be served. 25. Is cable jack and TV jack the same item or two separate items? Two separate items. 26. Can you please define low emitting? Is there a particular number you are requesting? Less than 0.016 ppm. 27. I understand that you want a MSDS sheet to be included with the proposal. Would you like a MSDS sheet for all items or just the items with formaldehyde? Please submit MSDS sheets on all materials. 28. Can we have one consolidated staging are for all formaldehyde testing? Yes, please submit with proposal package. 29. Please describe the exact test method for formaldehyde and VOC's including any and all criteria associated with that testing. Please describe if there is more than one testing method and is one method better than another. Please see attached FEMA IAQ Testing Procedures (already posted with Amendment 3) 30. Regarding the mattresses for the RFP ...should they be traditional spring mattresses or futon /foam mattresses or either. At the discretion of the Offeror. Mattresses should be able to sleep 3 to 8 adult occupants. 31. Our standard units have been used in all of the states and noted in line 9. However, the FEMA unit (as currently designed) has not been deployed/used anywhere. So, how do we best answer - Unit Development or Usage and - Design Codes & Standards? Please describe where your units are currently are and also submit the design/code for the unit being considered in your proposal. 32. We are already registered on ORCA. There is one provision on page 5-5 (5.3 52.212-3 Offeror Rep...) We are to complete paragraph (1) only (I'm not sure what that is), the remaining paragraphs (b) through (k) are part of ORCA. The rest of the corporate part of the contract talks about the provisions but there's nothing really for me to fill out. Am I missing something? Basically that leaves me with completing page 1 (signature page). Is this Correct? It is the contractor's responsibility to provide all documentation when proposals are due and as requested in FAR 52.212-3. If you want to print out your ORCA details, please do so and send them in along with your proposal, however, again it is the responsibility of the contractor and not the government to make sure your proposal is complete. 33. HUD Code 3 Bedroom Homes - The specifications require a 5/16 x 3 lag bolt at each floor joist. Are 9.3mm Dapia Approved Lag bolts acceptable? Please submit any technical revisions to the code the unit complies with in the proposal. 34. The Specifications require floor decking to be approved sealed, non-emitting plywood. Is Phenol Formaldehyde plywood meeting HUD standard non emitting in excess of .2 ppm acceptable? Please submit detailed approach with proposal to be reviewed with the package submitted and how it meets/exceeds the code the unit is designed to. 35. Park Models - The specifications call for R-11 Insulation. Are interior walls required to be insulated? Please submit how the unit will be constructed and what code it meets with your proposal. 36. The Floor and Ceiling specifications call for 5/8 Tongue/Groove Plywood. Is this calling for the exterior surface of the floor to be covered with plywood? This is referring to another project FEMA was working on. Please submit proposal and unit make up with proposal. 37. The Dining room table is required to be on wheels or casters. Will a fold down/ fold up or retractable table be acceptable? Please submit how this meets or exceeds the requirement. 38. The RFP is asking for a prototype but the FEMA BASE GUIDELINES clearly state that prototypes are not allowed. Which controls? The unit must be able to be constructed, not in a design phase. 39. The FEMA BASE GUIDELINES state an approved QA/QC program should be in place. How can this requirement be satisfied for a new product? Please submit with proposal what the QA/QC approach for the product stated in proposal including staff, chain of communication, etc. 40. Are new products, designed around the requirements of this RFP, acceptable for submission? Please submit the design approach with proposal in accordance with the RFP requirements. 41. Can past performance on other products be used to establish a track record/past performance for a new product? Yes if similar to construction of unit proposed by Offeror. 42. Can costs for cargo insurance on Units during transport be included in the price? If this is a cost which will be part of the unit price, yes. 43. If a similar guideline can be used for the design of the unit which meets either the spirit or intent of the FEMA BASE GUIDELINE, can those be used with explanations of any use of similar guidelines and the reasons therefore? Yes. Please clearly state how this will meet or exceed the FEMA Base Guideline.