2.2.1_01172024_Attachment 3_PAGuide.pdf

Attachment 3 - Pre-Award Document Guide

Overview

The FEMA’s objective is to have the project completed on time, without any cost increases, and with high customer satisfaction. At the end of the project, the FEMA will evaluate the performance of the Contractor based on these factors, so it is very important that the Contractor pre-plan the project.

It is the Contractor’s responsibility to ensure it understands the FEMA’s expectations for the project. It is not the FEMA’s responsibility to ensure that the Contractor understands what the FEMA’s expectations are. The Contractor is at risk in undertaking the project, and part of the risk is understanding the FEMA’s expectations for the project.

The Pre-Award Phase provides the Contractor with an opportunity to protect itself, by encouraging the Contractor to carefully pre-plan the project before an award is made. The Contractor’s pre-planning should include all coordination and identification of risks that cannot be controlled by the Contractor. It is in the Contractor’s best interest to identify any issues or concerns ahead of time, during the Pre-Award Phase. The FEMA therefore provides this Pre-Award Document Guide as part of its solicitation.

Pre-Planning and Coordination

The FEMA requires the contractor to do the following:

1. Carefully review the Statement of Work accompanying the Solicitation, and any list of issues or concerns that the FEMA might separately provide.

2. Coordinate with all parties that will be involved with the project. Identify what concerns they have and determine solutions to resolve their concerns. This may include consultants, subcontractors, material suppliers (to ensure, e.g., that there are no inconsistencies with the requirements or delivery schedules).

3. Identify where the risk lie on the project and make sure that all identified risks can be minimized.

4. Identify any actions required by the FEMA or FEMA’s representatives.

The Pre-Award Document

The Contractors shall provide the FEMA with a Pre-Award Document in the form of the template attached hereto, at as part of the quote, addressing the information outlined in the document and otherwise discussed herein (the “Pre- Award Document”). An objective of the Contractor’s Pre-Award Document is to identify risks that the Contractor does not control or that are impacted by factors that the Contractor does not control. The Contractor must also identify how it will attempt to minimize the risk. If the Contractor does not identify the risk that it does not control, then the Contractor will be considered to have represented that the risk (stated or not stated) is under its control and a part of their contract to meet the intent of the FEMA.

Further, if the Contractor believes that there is anything confusing, wrong, or incorrect with the drawings/specifications/requirements, it is the responsibility of the Contractor to identify that it cannot meet or understand such drawing(s)/specification(s)/requirement(s). Any such issues must be identified in writing as part of the Pre-Award Document.

The Pre-Award Document should also address the concerns of the FEMA, to the extent such a list of concerns is provided as noted above. The identification of and discussions of such concerns for purposes of the Pre-Award Document is for informational purposes only, and in no way changes the technical scope or amount of work of the Contractor for purposes of the project.

The Pre-Award Document must include the following items, at a minimum:

1. A Project Financial Summary - Identifying the total cost of the project. This must include:

a. The Contractor’s original project cost;

b. A list of agreed/accepted value added options (with expected impact to cost); and

c. A list of proposed scope changes or additional work (if applicable) (with impact to cost).

2. A Complete Project Schedule. This must include:

a. The Contractor’s original project duration;

b. A list of agreed/accepted value added options (with impact to schedule);

c. A list of proposed scope changes or additional work (if applicable) (with impact to schedule);

d. A detailed breakdown of all project activities (including time to obtain the contract, permits, long lead items, substantial completion, punch lists, final walk through, and final payment);

e. All significant activities that require actions by suppliers and subcontractors; and

f. All significant activities that require actions by the FEMA or FEMA’s representatives.

3. Risk Mitigation - A complete list of all pre-identified risks (identified in the Risk Assessment and Value

Added Plan, risk identified by the FEMA), along with solutions to mitigate the identified risks.

4. Uncontrollable Risks - A complete list of risks/activities/action/decision which are outside the control of the Contractor. This should:

a. Identify what the action or risk is;

b. Identify who is responsible for mitigating the risk;

c. Identify what the Contractor has done, or will do, or proposes to do, to minimize the risk;

d. Identify the impact to the project (cost, schedule) if the risk still occurs and is not resolved; and

e. Identify what actions the FEMA should take to minimize the risk.

5. Interview Statements – A complete list of interview statements made by the Contractor (if applicable).

6. A List of Major Assumptions – A list of major assumptions made in developing your bid proposal, prioritized based on the impact of the assumption being wrong (largest negative impact listed first) The list should:

a. Identify the assumption;

b. Identify the impact if the assumption is wrong; and

c. Identify your plan for mitigating the impact if the assumption is wrong (i.e. Plan B, Plan C, etc.).

7. Project Action Item Checklists. A separate checklist should be created for: the FEMA, the Contractor, Critical Subcontractors or Suppliers. Each checklist must include:

a. A list of all actions;

b. A due date of when action must be made;

c. A point of contact (that is responsible for making the decision); and

d. A proposed decision or best option.

8. A Project and Emergency Contact List – List of critical individuals on this project (FEMA, Contractor, Subcontractors, Suppliers, etc) with email and phone numbers.

REMEMBER: The Pre-Award Phase provides the Contractor with an opportunity to protect itself, by encouraging the Contractor to carefully pre-plan the project before an award is made. If the Contractor does not identify a risk or risks that they do not control, then the Contractor is representing the risk (stated or not stated) is under their control and a part of their contract to meet the intent of the FEMA.

Attachment:

- 2a_Pre-Award Document Template