Questions_and_Answers_to_HSFE70-R-13-0049.docx

QUESTIONS AND ANSWERS to HSFE70-13-R-0049

Would there be a penalty for not having the requested number of kits available for an order request?

Failure to meet the minimum contracted capability would negatively affect past performance.

As a potential new vendor to the contract, is there any (non-binding) historical reference you can give in terms of what quantities one might expect for a given order or time period for a new vendor?

This is a new requirement, so there is no historical data, nor would any vendor be considered newer than another vendor after award.

Are overseas companies eligible for award?

Only US-owned companies may submit proposals.

The emergency state delivery is 48 hours. If we cannot deliver in the required time frame, can we still submit a quote for consideration?

Any proposal that does not meet all of the requirements of the solicitation may be rejected.

If we submit a proposal that is incomplete or does not meet all of the requirements, are we still eligible for award?

Any proposal that is incomplete or does not meet all of the requirements may be rejected.

To meet the timeframe (48 hours), volume (50 – 100 kits), and labeling requirements in the solicitation, vendors might need to purchase, kit and maintain kitted materials in storage. Will the Government increase its minimum guarantee to compensate for this, or will the Government lower its minimum requirement?

There are no plans for FEMA to pay for vendors to store these kits. However a vendor is able to meet the requirement is up to the vendor, but it will not affect the Government’s minimum guarantee. The Government does not intend to lower the minimum capability requirement from 50 kits.

How long after contract award does the government anticipate its first delivery order?

We have no requests at this time. Orders will be based on emergency declaration requirements. The minimum guarantee will be met before the life of the contract expires.

Could FEMA please clarify the delivery requirement language? Is the contractor required to provide/deliver 50 complete kits AND the equivalent of 50 kits worth of a la carte products per B.4.3 and C.2-5 for a single delivery order?

The minimum capability requirement for one order is a total of 50 kits. However, the requirements for an order are based on the disaster/emergency response. Contractors shall be able to deliver a total of 50 Kits in 48 hours and, if required, individual supplies listed in B.4.8 on an a la carte basis as requested by FEMA, all within 48 hours of issuance of a task order to any location within the continental United States (CONUS), including Alaska, as specified by FEMA. Per the order limits, the Contractor is not obligated to honor--

(1) Any order for a single item in excess of 100 kits;

(2) Any order for a combination of items in excess of 100 kits; or

(3) A series of orders from the same ordering office within 7 days that together call for quantities exceeding the limitation in paragraph (b)(1) or (2) of this section.

What are the government’s expectations and requirements relative to tracking shipments in transit?

The vendor shall assist FEMA in maintaining visibility of all kits shipped to designated locations; tracking will occur from receipt of the initial request until possession passes to FEMA or its designee.

Do you require real-time tracking?

The vendor shall make every effort to arrange transportation with carriers that employ Global Positioning System (GPS) tracking devices for all shipments and to ensure that FEMA has access to this tracking information on a real time basis if practicable.

Does each kit need to be tracked – or each shipment?

Each shipment.

What is the contractor to do with the tracking data?

The vendor shall provide FEMA with the tracking data.

Does the Government need access to shipment tracking data?

The vendor will arrange transportation with carriers that employ Global Positioning System (GPS) tracking devices, but will work with FEMA or its designee to maintain adequate visibility of shipped items as a situation dictates.

For products with the BioPreferred requirement, is the contractor required to choose items off that list, or can we select other products that meet the minimum bio-based content requirements?

Products must meet the requirements stated in the solicitation. Products which meet the minimum bio-based content requirements are acceptable.

For products where the BioPreferred requirement, or other specific requirement limits product choice to significantly smaller or larger product sizes than the contract specification, will the government be looking to get the total volume in the contract or the total piece count, e.g., 20 1-quart bottles of bleach or the equivalent volume?

Quantities are more important than total volume.

Will FEMA supply approved logos for use on the exterior of each kit?

N/A - no FEMA logo required.

What size must the logo be that is to go on the outside of each kit?

N/A - no FEMA logo required.

What type of banding is expected and/or required – metal or plastic?

Preference is for plastic banding, however will accept metal.

It is very conceivable that not all kit material will fit in a 40x48x55 triwall. How is the contractor to associate multiple triwalls to a kit for identification, tracking, delivery, and acceptance purposes?

If multiple triwalls are shipped the package slips should be clearly identified as, for example, “Box 1 of 3, Box 2 of 3, Box 3 of 3.”

In our technical response, what is the government expecting relative to “delivery schedule”; per the SOW, we have two days to deliver all kits to locations in CONUS and Alaska in emergency situations. Please clarify what your expectation is for the Delivery Schedule.

Each vendor shall include a proposed delivery schedule. The schedule will be subject to change, pending coordination with the delivery points of contact and the FEMA contracting officer after award. The vendor is responsible for complying with the delivery schedule and must immediately notify the contracting officer or their designated representative of any issues that may affect the vendor’s ability to meet the delivery schedule.

Will delivery/task orders be solicited and bid on by multiple vendors?

Yes, if more than one company receives award. Please review Attachment D.2., the ordering instructions.

Does the contractor have the option to not bid on a delivery/task order?

Failing to offer a bid without just cause is a failure to meet the contracted work and therefore would negatively affect past performance.

Will all delivery/task orders be communicated telephonically and/or electronically? Per the solicitation, delivery orders could be sent by mail potentially resulting in the contractor receiving the order after the 48 hour delivery window has already passed. Please review Attachment D.2., the ordering instructions.

All delivery/task orders will be communicated either telephonically or electronically.

How soon after delivery will FEMA perform inspection and acceptance?

The FEMA Representative will sign for the triwalls immediately upon receipt, however the triwalls are not opened until ready to use. If a hidden defect is discovered once opened it will be reported to the contracting officer during this time.

How is the contractor to receive signatures of FEMA representatives for delivered kits – will the government send originals/copies of all signed paperwork back to the contractor?

The FEMA representatives will sign the paperwork and forward a receiving report to the FEMA COR, the FEMA COR will forward the invoices and receiving reports to the contracting officer.