Request for Information for Western Shelter Systems Maintenance and Service

REQUEST FOR INFORMATION 1. Background The Office of the Assistant Secretary for Preparedness and Response (ASPR) leads the nation in preventing, preparing for, responding to, and recovering from the adverse health effects emergencies and disasters by supporting our communities' ability to withstand adversity, strengthening our health and response systems, and enhancing national health security. ASPR provides emergency medical care to the victims of public health emergencies and catastrophic events, which overwhelm the capacity of state and local emergency medical systems to respond to these disasters. ASPR currently has teams and medical caches located across the nation that are prepared to deploy within hours to respond to an all hazards environment. These caches contain Western Shelter Systems shelters which require periodic inspection and maintenance. The Office of Emergency Management (OEM) is responsible for developing operational plans, analytical products, and training exercises to ensure the preparedness of the Office, the Department, the Federal Government and the public to respond to and recover from domestic and international public health and medical threats and emergencies. OEM is also responsible for ensuring that ASPR has the systems, logistical support, and procedures necessary to coordinate the Department's operational response to emergencies such as acts of terrorism and other public health and medical threats. The Division of Logistics (DOL), on behalf of the ASPR and the OEM Deputy Assistant Secretary (DAS), is requesting information to understand the industry's capability and cost to establish a Blanket Purchase Agreement (BPA) with four (4) one-year options, in order to provide a more efficient logistical response mechanism during preparedness and response operations. 2. Description 2.1 The DOL is issuing this Request for Information (RFI) in support of the ASPR Mission as it seeks information from the industry on the capability and cost estimate to support the below requirement and attachments. BPAs will allow for meeting requirements, immediate delivery and simplified billing, along with system familiarity among Contracting Officers and CORs for streamlined ordering during disaster responses, as well as, steady state operations. 2.2 THIS IS NOT A SOLICITATION FOR PROPOSALS. THIS IS A REQUEST FOR INFORMATION ONLY. This RFI is for planning purposes only and is issued in accordance with FAR Clause 52.215-3. No solicitation document exists at this time. The information provided in the RFI is subject to change and is not binding on the Government. Issuance of this notice does not constitute any obligation on the part of the Government to procure the supplies or to issue a solicitation. In addition, the Government is under no obligation to pay direct or indirect costs or charges that arise as a result of contractor submission of responses to this RFI or the Government's use of such information. Responses to this notice cannot be accepted as offers. The Government reserves the right to reject, in whole or in part, any Contractor's input resulting from this RFI. No contract will be awarded from this announcement. The DOL has not made a commitment to contract any products or services, and release of this RFI should not be construed as a commitment or as authorization to incur cost for which reimbursement would be required or sought. All submissions become Government property and will not be returned. Any information that the vendor considers proprietary should be clearly marked as such. Information is being requested in order to make potential future requirements better for industry and the Government. The NAICS code is 624230. 3. Statement of Objectives 3.1. The vendor, hereafter shall be referred to as "the Contractor". 3.2. The objective of this RFI is to assist the DOL during planning stages to meet potential mission requirements of providing immediate support to the nation in the event of a public health emergency. This RFI is written to understand industry's capability to balance the needs for critical requirements and establish a baseline that will aid in providing an executive understanding of how mission requirements may be supported by industry. 3.3. The Government is interested in identifying vendors capable of maintaining the Western Shelter Systems in a constant state of readiness as required by HHS/ASPR/OPEO Logistics standards. Service will be provided at all ASPR Logistics facilities that store and manage ASPR caches containing Western Shelter Systems shelters. These BPAs shall be specifically identified for inspection, maintenance and service of Western Shelter Systems shelters. 3.4. ASPR Logistics maintains two (2) types of Western Shelter Systems shelters. Western Shelter Systems has identified these types as (1) 1935 Shelter System (Elongated Octagon) and (2) 20 Shelter System (Octagon). It is estimated that there are approximately three hundred twenty-five (325) systems nationwide that will require inspection, maintenance and service under these BPAs. The service units are currently located at the following facilities: - Fredrick, MD 196 units - Grand Prairie, TX 53 units - Rancho Cordova, CA 46 units - Anchorage, AK 5 units - Atlanta, GA 10 units - Honolulu, HI 5 units - San Juan, PR 10 units Total in service: 325 units Per Western Shelter Systems and ASPR/OEM Logistics, the following standards shall apply: The cost estimate should be as detailed as possible to allow DOL to analyze the data and gauge best industry practices. All interested parties shall submit their company profile, response of support to the requirements, cost estimate, and any pertinent information that would be useful in assisting the Government on any future solicitation that may result from this RFI. 3.5 Contractors are not restricted to providing cost estimates for nationwide support and may provide proposals for specific locations. 3.6. Program Management a. The Contractor shall be the single point of contact for the Contracting Officer and the DOL COTR. The government will perform quality assurance and inherently governmental activities. References to government interactions are primarily for legal and contract management requirements. The primary role of the government will be during inspection and acceptance. b. Quality Assurance Provision will be accomplished by the DOL COTR. The DOL COTR will monitor the Contractor's performance if the RFI leads to solicitation and award. 3.7. The Contractor shall provide a detailed response that covers how they propose to support the requirements of the RFI. a. Inspections shall be completed on an Annual basis at each facility and each time a shelter has been utilized. b. Maintenance and cleaning procedures should be implemented each time a shelter has been utilized. c. Procedures to address mold/mildew prevention and remediation on all components of the shelter system shall be implemented on an Annual basis at each facility. 4. Requirements. 4.1. The Contractor shall provide a unit schedule of costs for services, to include: a. Unit cost to perform annual inspection and maintenance b. Unit cost to perform inspection and maintenance post deployment c. Unit cost to perform mold/mildew prevention and remediation as identified following annual inspection or post deployment inspection 4.2. The Contractor shall provide a list of key personnel with contact information along with an emergency contact number. 4.3. The contractor must be able to provide nationwide services within the continental United States (CONUS) and outside the continental United States (OCONUS) or within a specific location as detailed earlier. 4.4. The Contractor shall establish a centralized billing service with its affiliates so the Government can receive invoices from one central billing location. 4.5. The Contractor's established point of contact will be responsible for coordinating the call order requests with company affiliates, ensuring tasks are completed on a timely basis and providing notification of the completion of tasks, along with invoices, to the COR. 4.6. The Government will only be obligated to the extent of services actually provided under this contract. 4.7. The Government will be responsible for the warehouse storage of the Western Shelter Systems shelter units when the units are not in the Inspection, Maintenance and Cleaning, Mold/Mildew Prevention and Remediation process. 4.8. The Government will be responsible for the movement of the shelter systems within their respective Mission Support Center (MSC) or Regional Facility (RF). 4.9. The Contractor will be responsible for the loading, securing and transportation of the shelter systems to and from the Inspection, Maintenance and Cleaning, as well as the Mold/Mildew Prevention and Remediation process site. This process shall occur at the Contractor's off-site location. 4.10. The Government shall assist with the loading and unloading process of the shelters when at the MSCs or RFs. 4.11. The Contractor will schedule all visits to The Government from the Contractor's off-site location where the Inspection, Maintenance and Cleaning, Mold/Mildew Prevention and Remediation process will be conducted. The purpose is to ensure that all outlined procedures and requirements are being followed. 5. Key Assumption. Industry will be able to meet all requirements as addressed. 6. Quality Assurance Provision. The DOL COTR will monitor the Contractor's performance if this RFI leads to a solicitation and award. 7. Restrictions. All federal, state, and local laws and regulations must be adhered to while supporting the requirement of this RFI. Contractor should not anticipate any waiver of the requirements from the Federal Government. 8. Administration Data a. The Contracting Officer is the only person authorized to accept responses to this RFI. All comments and/or questions regarding the RFI will be submitted to the Contracting Officer and not to the Division of Logistics. b. The Division of Logistics Point of Contact: Name: Ronnetta Fuller (Administrative) Agency: Office of Emergency Management, Division of Logistics Address: 200 C Street, Office C1D25, Washington, DC, 20024 Phone: (202) 205-9739 E-Mail: Ronnetta.Fuller@hhs.gov Name: Rodney Waltersdorff (Technical) Agency: Office of Emergency Management, Division of Logistics Address: 6701 English Muffin Way, Frederick, MD 21703 Phone: (301) 624-7907 E-Mail: Rodney.Waltersdorff@hhs.gov ********************************************************************** AMENDMENT 1 THIS AMENDMENT EXTENDS THE RESPONSE DATE FOR THIS NOTICE TO MAY 7, 2015 14:00 EST. The Revised Deadline for Questions & Answers regarding this Notice is May 1, 2015 14:00 EST. **********************************************************************