RFP_HSFE70-16-R-0004_Questions_ _Answers_FINAL.pdf

Federal Emergency Management Agency (FEMA) Logistics Management Directorate (LMD) Infant and Toddler Shelter Support Kits

HSFE70-16-R-0004

Questions & Answers

Questions Answer

1) As we read the solicitation, in order to meet the government requirement for 48 hour response time during emergency response / surge operations for up to 245 completed kits, offerors would have to have more than 245 kits prepositioned throughout the country in order ensure on time delivery. In addition, offerors would need to keep all kits and products up to date with perishable materials that meet date requirements. For some items with best in class shelf lives of 12 months, this would require a contractor purchasing and stocking new product no less than every 3 months. As there is only a minimum order of 1 kit, it appears that the government is asking offerors to provide the government with long-term preparedness and immediate response without providing any guarantee of orders of purchasing of materials. It appears that the government is requesting a no-cost overall vendor-managed logistics management solution whereby vendor(s) are responsible for all materials, labor, equipment, warehousing, preparation, transportation, etc. to ensure 48 hour response times. Will FEMA consider restructuring the solicitation to request/require a formal vendor-managed solution whereby vendors are compensated for their overall and on-going support and activity relative to the FEMA I/T kit program?

The solicitation cannot be restructured,. In addition, offerors are encouraged to provide a plan of execution to meet the delivery timeline in their proposal.

2) Can the government clarify the term "supporting" i.e., is it the government's expectation that, in the event of an emergency, a vendor must have up to 245 completed kits delivered on-site with the defined 48 hours?

Yes, we are looking for the capability to acquire up to 245 kits for an emergency response (worst case scenario). Possibly from multiple providers, possibly multiple disasters simultaneously. Offerors should provide their maximum capabilities.

3) Will the government accept 32 oz containers when smaller size containers are not available in the requested quantities and/or the product does not meet the viability requirements? 8oz sizes are not always available with required expiration dates.

The 8 0z. Container is preferred. However, with prior approval, under each order, from the Contracting Officer and Program Office the Government may accept a 32 oz. Containers.

4) Is this a one-time refresh of perishable product once it reaches 4 months of viability - or is the vendor responsible to refresh the product each time it reaches a 4 month shelf life threshold for the life of the kit?

Typically refreshes are conducted one-time per full kit. However, should the kit have various differing expiration dates, refreshes shall be done as needed.

No refresh on ala carte orders.

5) If perishable product is delivered with dating 12 months or better is a refresh at 4 months required?

No

6) There are industry constraints regarding product availability that on occasions prevent each line item from being the same batch number and having the same dating due to the quantity being ordered. Will the government consider relaxing this requirement to a “when possible” instead of a “shall”?

No, however, with prior approval, under each order, from the Contracting Officer and Program Office the Government may accept varying expiration dates.

Varying expiration dates may increase the number of refreshes required thus increasing the workload and expenses for the awardee.

7) Will the government accept 9 oz plastic bottles for Line Item Number I/T -019?

The 6 0z. Bottle is preferred. However, with prior approval, under each order, from the Contracting Officer and Program Office the Government may accept a 9 oz. plastic feeding bottle.

8) To clarify, the baby food, baby cereal and milk based formulas will either be organic, kosher, or halal when specifically requested or do the products have to meet all three dietary requirements? For some items, it is not possible to meet all three restrictions with the same product.

The baby food, baby cereal and milk based formulas will either be organic, kosher, or halal when specifically requested.

9) Will FEMA be willing to add line items to the a la carte price schedule to cover the increased costs of organic, kosher and/or halal products?

The offeror’s should include these categories in their pricing structure as ala carte items, to include baby food, baby cereal, and milk based formulas.

10) Will the government change "model number" to "batch number" since it is more of a unique identifier in the event of a recall? (See attachment)

See revised solicitation.

11) Can the government clarify what the requirements are for an “electronic tracking system”? Is the Government referencing freight tracking numbers from our freight carriers once a shipment has been sent?

We are seeking a way to ensure where the trucks are at any time during an emergency response.

Historically, we’ve learned that phone calls to drivers are not always accurate. We are seeking the ability to “ping” a truck using a GPS type system.

12) Is the kit count requirement 10min-245max, stated in Note 5, per a major catastrophic event?

Or is that a total kit count every 30 days regardless of the number of event occurring simultaneously?

Per event.

13) In the event of a recall does the contractor’s replenishment requirement apply to all FEMA DC locations CONUS and OCONUS as well as any emergency locations?

Yes.

14) Can the government change "model number" to "batch number" since it is more of a unique identifier in the event of a recall? (See attachment)

See revised solicitation.

15) Can FEMA explain why there is a difference in the required box dimensions and construction between non-perishable and perishable kits?

The perishable kit should require less space, thus would be less expensive to ship and easier to store.

16) Should the perishable kits be palletized as well due to the heavy weight of a completed kit?

Yes.

17) In the event that FEMA orders both Perishable and non-perishable kits to the same location can those kits be combined into one total kit consisting of

They should be packaged separately, but can be stacked on the same pallet.

line itsm I/T-001 – I/T-026 to save on freight costs?

18) Will the government consider providing an option to only bid on steady state CONUS?

No.

19) Can the government clarify the term "response time"? Is it the government's expectation that the emergency kits will ship within 48 hours or is it to arrive onsite at an emergency location within 48 hours?

Items shall be delivered to the response site within the response time specified.

20) Does the 48 hour emergency kit response requirement apply to OCONUS?

Yes.

21) If the requirement is to have kits arrive onsite within 48 hours, that would require vendors to pre-staging kits and products across the country.

Will FEMA reimburse for pre-staging costs?

Reimbursement of pre-staged items should be reflected in the offeror’s proposal if the offeror deems it necessary. Upon review of the proposals, the program office will determine if this is an acceptable expense.

22) Part of shipping and transportation activity is the time and effort spent in coordination and transportation logistics; should those vendor expenses be included in the price of the kits and a la carte items - or should those costs be included in the “At Cost” shipping costs?

The offeror shall determine where they will include such costs as they deem appropriate

23) Is the cost for drop shipment of a trailer reimbursable under the At cost shipping costs for emergency kits?

Yes, there will be a line item for the drop trailer fees.

24) Recalls require travel to the site to perform recall;

that cost is out of an offeror's control as recalls are determined by product manufacturers. Are those travel costs reimbursable under a Task Order cost

CLIN?

No.

25) Are contractors required to travel to perform recall / refresh for OCONUS sites?

No.

26) Will the government purchase remaining product at the end of the period of performance that the contractor is holding in stock for these requirements?

No, the Government will purchase in accordance with the terms of the contract to include the minimum requirement and replenishments as required.

27) Will the government confirm that if an offeror chooses Option A, they do not have a choice for CONUS versus OCONUS locations and must provide full kits for both.

See revised solicitation.

28) May an offeror propose for Option B AND C and choose CONUS only.

Yes.

29) Is the government’s intent to award multiple contracts?

See Section E.2.2 of the solicitation, it is the Government’s intent to award multiple contracts.

30) If the intent is to award multiple contracts, will task orders be competed within a multiple award

IDIQ?

Should multiple awards be issued, fair opportunity shall be followed in accordance with

16.505 (b)(1).

31) The Solicitation identifies the NAICS as 562991:

Septic Tank and Related Services. �Will the government correct that NAICS to a more applicable NAICS?

NAICS 562991 was listed in error, the correct NAICS is 624230 - Emergency and Other Relief, see updated solicitation.

32) Will the Government accept less than 9 months shelf life for emergency situations?

Yes, it would be acceptable (No less than 6 months) for an ala carte, emergency disaster order.

33) According to FEMA DPAS Manual (FD 211-1-1_ at Chapter 3-3 (III), DPAS is to be used to purchase industrial resource and may not be used to purchase food and health resources? How ill FEMA use DPAS is the items purchase are food or health products, such as the majority of items within the I/T kits.

See footnote on page 14 of FEMA DPAS Manual (FD 211-1-1) – agreement between USDA and DOC is currently in place.

34) One must submit an electronic copy via email AND a printed copy via regular mail.

Per section E. 2.7 of the solicitation under #2, proposals shall be submitted in two formats, via email, and a print copy which may be delivered via regular mail or delivery.

35) In order to be responsive, can we submit a la carte items only?

Yes, please see revised solicitation.