2.5.1 VENDOR QUESTIONS RFQ+Attachment+3 Questions+Template Combine.pdf

RFQ QUESTIONS (DIRECT LEASE) Solicitation #70FBR124Q00000002

Question Number

Question/Comment Vendor Recommendation FEMA Response

1 It is possible to extend the time to report damages in the unit from 14 to a minimum 30 days?

Per Texas Property Code, Section 92.103 Residential Tenancies, landlords have 30 days from the date the tenant moves out to provide a move-out statement and report any existing damages. Yes, We can extend this date to 30 days if it is Texas Code.

2 Please explain this: Monthly Unit Price includes Utilites (NTE 11%)

Please explain the ´´NTE 11% for utilities´´ Are you saying, NTE 11% of the FMR for utilities? meaning the 11% ads to the FMR (ex: $986 rent + $108.46 utilities)?

Also, what if the actual utility usage goes beyond the 11% consumption allowance, who would be responsible for covering the excess amount? According to our market research, 11% of the Fair Market Rent (FMR) is insufficient to cover the average utility consumption in the area.

11% is the average used for Direct Lease. FEMA will not tell vendors how to price the units, just what should included in the final monthly rental price.

Please explain this: FEMA is not responsible for utilities unless utilities are included in the monthly rental fee and do not exceed the established monthly rental rates.

FMR should be considered for rent only, utilities, furniture and any other expense should be added in addition to the actual FMR The FMR is for Rent only. The Assumptions provide detail on what should be included in the final monthly rental price

You require fully furnished, move-in-ready, turnkey units, but we don’t see an option for us to include a quote for the furniture expenses.

Could you please confirm if you'd like us to incorporate the furniture costs into the total of the Bedroom Furnished Monthly Rent FFP, along with rent, utilities, property management fees, maintenance fees, and so forth?

Please note that properties under the Direct Lease program are not vacation rentals, short-term rentals, or temporary accommodations. The proposed properties for Direct Lease are unfurnished units that require a complete setup from scratch, including furniture delivery installation.

Direct Lease as defined by FEMA are fully furnished, turn-key properties and include vacation rentals, short-term rentals, etc.. This is on page one (1) of SOW.

Yes, monthly rental rates should include rent, utilities, maintenance fee, and property management fees.

Please explain why there is not a Set up fee field for us to quote. Do you want us to add an extra field on the 2.2.1++RFQ++Attachment+2b+- +Pricing+Template?

There are upfront costs involved in setting up the units to make them fully turnkey for FEMA. Please note that properties used for the Direct Lease program are not intended as vacation rentals, short-term rentals, or temporary lodging.

The proposed properties for Direct Lease are vacant units that require a complete setup process. This includes delivering and installing furniture, connecting utilities, covering application fees and background check fees, purchasing new household items for occupants, and additional preparations.

See Response to Question #4 above.

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.

In our experience, some applicants occasionally leave damages beyond normal wear and tear, sometimes even amounting to vandalism. What would you recommend as a way for us to recover these costs and prevent financial loss?

FEMA will cover up to one (1) month rental as a security deposit. Any damages beyond that should be submitted to FEMA COR and CO as a claim with pictures, receipts, descriptions, etc.

Please explain more in depth the following sentence: Vendor/PMC shall be responsible for eviction of applicants whose assistance has been terminated by FEMA.

As part of the Direct Lease Program, FEMA secures housing units from Lima Charlie to house applicants. It is standard practice in the property management industry that a tenant’s obligation to pay rent continues until the unit is vacated and properly turned over to the landlord or property manager. No tenant can return a unit without fully vacating it. Therefore, the lease obligation persists until a unit is empty and ready for turnover.

Tenants must pay rent until they vacate the rental property and return possession to the landlord. This mirrors the situation with FEMA: until the unit is fully vacated and returned to us after a proper Move-Out Inspection (MOI), FEMA and Lima Charlie remain responsible for payments on the occupied unit.

We ask for clarification on FEMA's continued payments for units that would involve an eviction, as these units remain occupied and unavailable for turnover or turn back over to the owner to re-rent. This would align with industry standards and ensure that our obligations to other applicants and operations are not compromised.

Agreed, 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 should submitted to FEMA as a claim by the vendor.

8 Raise the Fair Market Rent (FMR) by 150%.

This increase would significantly broaden the pool of available units, making it possible to access a larger variety of properties. With a higher FMR, we would be able to target a wider range of units, which could improve our ability to secure more competitive options. FEMA does not have approval to increase the FMR.

RFQ Attachments 2 through 7 must be signed, dated, and returned by 11/19/2024. Are the only documents to be submitted on or before 11/16/2024 the completed SF 1449, the Technical statement, Past Performance and Price? Is there anything else to submit on or before

11/16/2024? NA

November 16, 2024 is the deadline for submitting ALL proposal documents. Missing documents will be considered as a non-responsive proposal.

The monthly cost per unit in Figure 1 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 rates in Figure 1?

NA

Yes, please submit your proposal.

11 What is the total amount of specific units you are requesting (# of 1 bedrooms, 2 bedrooms, 3 bedrooms, 4 bedrooms)?

NA

FEMA is asking for pricing based on each bedroom type in each county. Please provide any/all units available for review and matching of applicants. For example, if you find 3 available 2-bedroom units in Jasper County, we would like you to provide all three (3) addresses; but the pricing template should reflect the cost of that 3-bedroom in Jasper County.

12 How soon will the units need to be available upon award acceptance?

NA Upon award the vendor has 48 hours to prepare unit for FEMA inspection.

13 How many units are you looking for in each county?

NA Number of units will vary based on how many units are available in each county.

14 Will we be responsible for furnishing the units NA FEMA requires furnished, turn-key, ready for occupany units.

RFQ QUESTIONS (DIRECT LEASE) Solicitation #70FBR124Q00000002

15 How do we factor in our management fee for providing these daily services?

NA

FEMA is not requiring daily services. The management fee should be up to 10% of FMR. All fees should be included in the monthly rental price. (See Assumptions on Pricing Sheet.)

16 What are FEMA’s thoughts about mobile home lodging options?

NA

Fully Furnished, HUD compliant, turn-key Mobile Homes will be considered and must be identified on the pricing sheet as such. All properties types must be identified on the pricing sheet (i.e. house, apartment, mobile home, etc.)

17 What is the minimum square footage requirement?

NA There is no minimum requirement in the SOW. Please see page 4 of the SOW for requirements to pass property inspectio

18 What type of weekly, monthly, etc property maintenance is required? (Cleaning, restocking consumables, etc)

NA Industry standard monthly maintenance (i.e. plumbing, lawn care, HVAC, electrical, etc. )

19 What is pricing based off of, the total amount of units rented per month or a general flat rate no matter how many units are rented?

NA Pricing is based on HUD Fair Market Rental (FMR).

Typically vacation rentals are priced substantially higher than unfurnished apartments (most often times 3x more depending on the season), therefore, they aren’t equivalent to Figure 1’s numbers. How flexible is the pricing matrix?

NA All rental prices must be within HUD FMR.

21 Are we responsible for setting up each unit?

NA Yes, but all units should be furnished, turn-key, ready for occupany.

22 Would our company be on the lease for these leased units or will

FEMA?

NA

FEMA issues a contract with the Property Management Company. The PMC leases with the Property owner/landlord, etc. All Leases between the PMC and the landlord/owner should reflect the terms and conditions of the contract between FEMA and the PMC.

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