Response to Industry Questions_RFQ 70fbr425q00000037.xlsx
XLSX spreadsheet 18 KB Posted
- Attached to
- Florida Direct Lease Request for Quote No. 70FBR425Q00000037 Federal contract opportunity
- Solicitation number
- 70FBR425Q00000037
- Issued by
- Federal Emergency Management Agency
About this file
This document contains questions and answers related to Request for Quote (RFQ) 70FBR425Q00000037 for the Federal Emergency Management Agency's (FEMA) Florida Direct Lease program. The program seeks to lease furnished, turnkey properties to provide temporary housing for eligible applicants displaced due to a declared emergency or disaster event.
The key details include: the period of performance is 5 years, with call orders issued for 12-month base periods; FEMA is evaluating the number of potential eligible households but does not have that information yet; property management companies will be awarded basic Blanket Purchase Agreements (BPAs) to provide units in the declared counties; pricing will be negotiated for each unit; invoices will be submitted monthly by the property management companies; and FEMA will have sole discretion in selecting applicants to occupy the units, waiving background and credit checks. The document also provides clarification on requirements such as furnishings, maintenance, and lease terms.
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Q&As
| RFQ 70FBR425Q00000037 Questions & Answers | |||
| Item No. | Question | Document, Section or Page | Answer/Comment |
| 1 | There is not a specific Vendor Questions attachment, is there a preferred way to ask questions? | 2.2.1_70FBR425Q00000037_FL DR RFQ_17NOV2024 Section 20, paragraph 2, page 2 | Please e-mail questions to fema-dr4828fl_co-rfq@fema.dhs.gov. All questions will be consolidated and answered and posted on SAM.gov |
| 2 | Verification of the period of performance from 12/2/2024 - 12/1/29? | 2.2.1_70FBR425Q00000037_FL DR RFQ_17NOV2024 Section 20 (B), paragraph 5, page 4 | Basic Blanket Purchase Agreement(s) will be for a period of five (5) years. |
| 3 | Attachment 5 is a Unit inventory sheet, but looks to only include inventory for one-bedroom units, do you have additional inventory sheets to include necessary items for 2-4 bedroom units? | 1.1.4 PWS Attachment 5 - Unit Item Inventory Requirements | Column B is for Quantity. Extra furnishing should be added in column B for 2-,3-,4-Bedroom |
| 4 | Is there a specific Pricing Template required? If yes, will you please attach? | 1.1.4 PWS Exhibit 5 - Individual BPA Florida Direct Lease Pricing Listing DR4828_4834FL | Instructions are located on the Company Info tab of the excel spreadsheet. The green tabs are the current Direct Housing (DH) declared counties. Quoters should prioritize the current DH declared counties. |
| 5 | Are you pricing each unit separately (not having generalized pricing for 1-4 bedroom units)? | 1.1.4 PWS Attachment 3 - HUD FL FMR_FY 2025, PWS II.7 | Individual BPA Florida Direct Lease Price Listing (PWS Exhibit 5), and the terms will be negotiated by the Contracting Officer and the potential Blanket Purchase Agreement (BPA) Holder for each unit. If your company is not interested in providing a specific bedroom size, i.e., 1, -2, -3, or -4 bedroom housing unit, if awarded a basic BPA, your company will not be included in the specific Request for Quote for any of those required units. |
| 6 | Are the individual property managers able to use their own company lease? | 1.1.4 Florida Direct Lease PWS_Final_12NOV24, PWS III.3.a | No, the Contractor will sign a lease with the property owner. The FEMA applicant will sign a lease with the Contractor. Applicant's are allowed to sign Rules and Regulations of the Property Owner, but only after Rules and Regulations are approved by the FEMA. |
| 7 | Will the same people live at any single property the entire time? If not, what will be the turnover? | 1.1.4 Florida Direct Lease PWS_Final_12NOV24, PWS III.9.iv & v | Each Applicant's situational needs are different, therefore there is not way to know the timeline for an Applicant staying in a unit. It will be a mix of households turning over and some households staying through the entire period of assistance -- it depends on the household's permanent housing plan and how quickly they can return to their damaged homes. |
| 8 | How many people need housing? What is the number of people or families needing housing? | FEMA is currently evaluating the number of potential households that may be eligible for this form of assistance and we do not have that information at this time. | |
| 9 | How many housing units are needed precisely? | See Response to Question #8 above. | |
| 10 | Some landlords require that our cleaners clean each property we rent monthly; will this be an issue for FEMA if the monthly cleaning is part of the rent quoted and not a separate amount? | 1.1.4 Florida Direct Lease PWS_Final_12NOV24, PWS II.10 | Units are for the exclusive use of the FEMA. No cleaning services will be allowed. No, because all services will be included in the Firm-fixed price negotiated with the Property Management company. |
| 11 | Will FEMA lease the properties for 18 months or 5 years? Asking because on page 4 of the document titled "2.2.1_70FBR425Q00000037_FL DL RFQ_17NOV2024" it says "Period of Performance: 12/02/2024 to 12/01/2029" | 2.2.1_70FBR425Q00000037_FL DR RFQ_17NOV2024 Basic Blanket Purchase Agreement Terms and Conditions, number 1, page 7 | The basic BPA is for a five (5) year period. The BPA allows FEMA to work with selected BPA Holders (awardees) through numerous disasters. The BPA Call Order may be issued for specific property requirements for a Base period of Twelve (12) months, with Options for additional period of performance(s). |
| 12 | Is FEMA only looking for furnished housing in the 13 counties listed in the solicitation? Are there any plans to include Charlotte County, FL? | At the time of the BPA solicitation, the FEMA had declared the thirteen (13) counties listed in the PWS. More assessments are continuously being conducted for additional counties. |
Currently, the FEMA is looking for units within reasonable commuting distance of the 13 counties designated for Direct Housing, and is not currently looking at other counties at the time. More counties may be added in the future.
| 13 | Does this solicitation come with accelerated payments to small businesses? If so does this mean payments are due within 15 days of sending the invoice to FEMA? | 2.2.1_70FBR425Q00000037_FL DR RFQ_17NOV2024 Basic Blanket Purchase Agreement Terms and Conditions, number 18, page 10 | Payment shall be made within thirty (30) calendar days after receipt of a properly prepared invoice IAW the Prompt Payment Act through Electronic Funds Transfer (EFT). |
| 14 | What is the minimum number of properties we should submit in order to win an award on this contract? Asking because some people have only one property others have more? | If your company meets the solicitation criteria, all quotes will be considered and the number of basic agreements established will be based on the needs of the Government. | |
| 15 | Some landlords are not okay with having their properties modified, should we still submit their properties? How do will disclose this when we submit the paperwork? | The properties that will allow modifications for AFN needs will have priority over other properties. FEMA suggest all properties available be submitted but note in the comments that "no alterations for AFN will be allowed by owner". | |
| 16 | Could the Government please clarify why the attachment titled “1.1.4 PWS Exhibit 5 - Individual BPA Florida Direct Lease Price Listing DR4828_4834FL” includes all counties listed, despite the solicitation only requesting units in the following counties: Citrus, Columbia, Dixie, Hamilton, Hernando, Lafayette, Levy, Madison, Okeechobee, Pasco, Pinellas, Suwannee, and Taylor? | The BPA is for a five (5) year period for the entire State of Florida. The current disaster relief Direct Lease mission for DR4828_4834FL is for the thirteen (13) counties listed. | |
| 17 | Could the Government clarify the meaning of “QC Request” as referenced in 1.1.4 PWS Attachment 2 - Sample Direct Lease Daily Property Tracking Sheet? | 1.1.4 PWS Attachment 2 - Sample Direct Lease Daily Property Tracking Sheet | Quality Control Inspection on the Daily Property Tracking Sheet refers to the Direct Lease Property Inspection Checklist HUD that is required to be completed by the vendor and submitted with the executed BPA Call Order. |
| 18 | Can the Government confirm the required size specification for the fire extinguishers? | 1.1.4 Florida Direct Lease PWS_Final_12NOV24, PWS IV.14 | All properties considered for Direct Lease are required to meet HUD Housing Quality Standards. These Standards can be located at https://www.hud.gov/program_offices/public_indian_housing/programs/hcv/hqs. Specifics for Fire Extinguishers can be located at https://www.hud.gov/sites/dfiles/PIH/documents/NSPIRE-Standard-Fire-Extinguisher_20230620.pdf. |
| 19 | How exactly do we complete CLIN 0001? It shows Quantity (C) as 1, Unit (D) as MO, which means monthly, Unit Price (E), and Amount (F) as left empty. Should we add the monthly prices of all properties we submit so that the number entered for Unit Price (E) and Amount (F) becomes the same? | The company will complete 1.1.4 PWS Exhibit 5 - Individual BPA Florida Direct Lease Pricing Listing DR4828_4834FL listing all available properties and prices. CLIN 0001 will be completed after negotiations between the Contracting Officer and the potential Contractor. (E) will list the unit price (monthly amount of the unit) (F) will calculate the quantity (C) times the Unit Price (E) for the time period contracted for the base period. | |
| 20 | Let's say we submit ten properties with our proposal and win the BPA contract. Can we offer more properties we have available after being awarded? | Yes. The FEMA suggest that competitive properties be continually added to your Daily Tracking Sheet for BPA Call Order contracts. | |
| 21 | The solicitation states that the performance period is from 12/02/2024 to 12/01/2029. Does this mean we are required to keep the properties available for the entire duration? | See number eleven (11) above. | |
| 22 | If the properties must remain available for the entire period, will payment still be provided for times when the properties are unoccupied? | The FEMA will continue to pay for the unit until the period of performance ends, or the unit is returned. | |
| 23 | Regarding Attachment 5 - Unit Item Requirements, which appears to be a pricing sheet: Is this document used by FEMA to issue payments or reimbursements for furnishing the properties, or is it solely for the prime contractor's awareness? | 1.1.4 Florida Direct Lease PWS_Final_12NOV24, PWS IV.Second Paragraph | Attachment 5 will be used for reimbursement for furnishing |
| 24 | For invoicing: Will invoices need to be submitted monthly? Should a single invoice be submitted by the prime contractor (property management), or should separate invoices be provided for each individual property? | 2.2.1_70FBR425Q00000037_FL DR RFQ_17NOV2024 Basic Blanket Purchase Agreement Terms and Conditions, number 17, page 9 | Invoices will be submitted only by the PMC. Invoices are usually submitted for each Call Order. |
| 25 | How many units is FEMA seeking in each of the requested counties? | FEMA is currently evaluating the number of potential households that may be eligible for this form of assistance and we do not have that information at this time. | |
| 26 | The FMR’s on the PWS, are those rates including furnished or is that unfurnished? | 2.2.1_70FBR425Q00000037_FL DR RFQ_17NOV2024 Basic Blanket Purchase Agreement Terms and Conditions, number 20, page 10 | FMR is rent. Rent for furnished units will be negotiated with the CO. |
| 27 | Is this still the RFI or is this now an RFP? | The Request for Information (RFI) 70FBR425I00000005 was published to make sure there was enough interest in the Direct Lease program. The associated Request for Quote (RFQ) 70FBR425Q00000037 was published for Contractor submissions to be made for consideration of establishing a basic BPA. | |
| 28 | Do we have the right to deny an occupant based on their rental history with us? For example, if we have evicted someone, or someone moved out that we would not want to lease to again based on lease violations, etc…. would we have the obligation to let them live here again? | 1.1.4 PWS Attachment 3 - HUD FL FMR_FY 2025, PWS III.2.d | The FEMA will have sole discretion to identify Applicants to occupy the rental units. The Contractor's agreement is with FEMA not the Applicant. |
| 29 | In Exhibit 5 - Individual BPA Florida Direct Lease Price Listing, the form does not include a column to break down the furniture cost. Could you please clarify how this cost should be added and how it will be paid? Should it be included along with the FMR as part of the rental rate? | See number eleven (11) above. | |
| 30 | Is it an error that column I (All-Inclusive Monthly Rental Rate (I+K+L+M)) does not account for the rental rate and furniture cost? | See number eleven (11) above and refer to PWS for details. | |
| 31 | When the Rental License is required? What type of Rental License is required? | 2.2.1_70FBR425Q00000037_FL DR RFQ_17NOV2024, Addendum to FAR 52.212-1, Instructions, Conditions, and Notices to Quoters 6.c | Missing documents may be considered as a non-responsive quotes, and submission not considered for award. |
| 33 | Do we have to waive credit screening? If so, are we allowed to do background checks? | PWS Exhibit 3 - Direct Lease Contract Terms and Conditions, III.3.e | The FEMA is responsible for payment of rents. |
| 34 | How do we get started? | Respond on SAM.gov to the RFQ. | |
| 35 | I have various PMCs reaching out to me saying they have agreements with FEMA, do i have to go through them ? Or can I be directly in touch with FEMA? | For this requirement, the FEMA is only establishing basic BPAs with Property Management Companies. If any agreements are established from the solicitation, the award announcement will be posted on SAM.gov so you may contact one of the companies at that time. | |
| 36 | What if I live in the home but have available rooms would I be qualified for this program? | Direct Lease require separate living areas. | |
| 37 | Do the leases need to be at least 18 months? I have units available Escambia County as well as a few in the panhandle of FL just about 8 miles away, but we only have them available for 5-6 months. | 2.2.1_70FBR425Q00000037_FL DR RFQ_17NOV2024, Addendum to FAR 52.212-2, Evaluation Factors for Award, Factor 1, Second Paragraph, 3rd point | Units need to be available for 18 months |
| 38 | A lot of contractors bidding have foreign LLC (LLCs that were not created in Florida). Do foreign LLCs need to register their companies in Florida before submitting the bid or can they wait to do it after being awarded the contract? | See number eleven (31) above and follow the solicitation requirements. | |
| 39 | We have two vacant houses. But they are not listed with a PMC. Would we be able to use them for your program? | You may contact the PMC once a FEMA agreement is established with them. | |
| 40 | Are single family homes that rent bedrooms by the room being considered by FEMA to house single occupants impacted by the storm? | 1.1.4 Florida Direct Lease PWS_Final_12NOV24, PWS IV.1.a | The FEMA is seeking entirely self-contained units with provisions for cooking, dining, and sanitation for the Direct Lease program. |
| 41 | Do we have to waive background checks? | 1.1.4 Florida Direct Lease PWS_Final_12NOV24, PWS II.4.a | The FEMA will negotiate with the property management company to waive background checks for applicants. The property management company may conduct background checks on applicants at the vendor’s expense. Property management companies may not run credit checks since the FEMA is the responsible party for payment. FEMA will prioritize properties that do not require background and credit checks to expedite assistance to disaster survivors. |
| 42 | The agreement is between the property owner and FEMA and the third party will be living there. It appears the funds are paid directly to the owner from FEMA. If the third party causes damages or decides to not leave who would handle the eviction process and damages? | FEMA will continue to pay for the unit until the period of performance ends, or the unit is returned. Any cost outside of the rental (such as eviction costs) or any continued rental costs may be submitted to the FEMA Contracting Officer as a claim by the vendor. | |
| 43 | Security deposit: All damage above the cost of monthly rent shall be the responsibility of the contractor and /or applicant upon confirmation of the cause of damage. | FEMA will cover up to one (1) month rental as a security deposit. Any damages beyond that should be submitted to the FEMA Contracting Officer or the Contracting Officer's Representative, as a claim with pictures, receipts, descriptions, etc. | |
| 44 | The FMR monthly cost per unit is low even for unfurnished property, not to mention properties that come furnished with utilities. Should we still proceed to submit the RFQ to provide furnished properties even though they are more than the FMR? | Yes, please submit your proposal. | |
| 45 | How soon will the units need to be available upon award acceptance? | Upon award of a BPA Call order contract, the Contractor has 48 hours to prepare the unit for the FEMA inspection. |
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