Attachment 1 Questions and Answers Inventory.docx

SOLICITATION: HSFEHQ-10-R-0069 INVENTORY ASSESSMENT

DATE: JUNE 25, 2010

The following are questions and answers regarding solicitation #HSFEHQ-10-R-0069 for INVENTORY ASSESSMENT.

QUESTIONS AND ANSWERS

1.Actual resumes or representatives? (para 7 Personnel Requirements) Yes. The contractor shall provide a resume for each individual assigned to work on this effort.

2. Does the government want to see contingent offer letters? (para 7 Personnel Requirements) No. The Government reserves the right to judge the qualifications and acceptability of any individual proposed by the contractor for any position and may require the contractor to replace an individual whose qualifications and suitability are judged deficient with written notification.

3. Where is the Training to be conducted? (para 2 Scope) Training will be held at the site location and the inventory will be conducted on the first day.

4. How long is the training (para 2 Scope) Training is estimated to be 4 to 6 hours.

5. Will government provide reoccurring training due to attrition (para 2 Scope) The government will provide any training that is required and has been identified in the statement of work.

6. Will government consider train the trainer to provide own ability to train (para 2 Scope) We will have government staff on site for support and will assist when needed to ensure contract staff understands what is required.

7. Will contractors be required to provide data entry input into government systems or is it the Task monitors responsibility? (para 2 Scope) No. The contractor will only be capturing the data in the LIMS mobile scanner and will be reviewed and entered in the system by government staff.

8. Are the manual inventory count sheets transposed into a digital format to be given to the Task Monitors for upload purposes (para 2 Scope) Yes, the count sheet will be entered in the system by government staff. The roles and responsibility of the contractor is to capture the data required on the count sheet.

9. Is there an incumbent currently performing these tasks?

At the location there is no one employee currently performing these annual inventory tasks.

10. Are the 2 mandatory site visits representative of the site location on this contract (para 2 Scope) Yes, however requirements change from site to site.

11. Is the posted schedule an indicator of the # of site visits per year? (para 2 Scope) No, this is only identifying the locations that are needed this year.

12. Is the density of equipment currently provided solicitation available by commodity type (para 2 Scope) Listing can be provided for each location by item name and by property category.

13. Will overtime be required? If so can the government provide a plug number for evaluation purposes? (Para 5 Contractor Responsibilities 5.1 Work Hours) Task is based on an 8 hour day; Monday through Friday. No overtime provided in this contract.

14. Is the government conducting the HSPD-12 Investigation”? (Para 5.3 Security Requirements) The government will conduct a HSPD-12 Investigation.

HSPD-12 Requirements for Federal Employees (Public Trust) and for Contractors (Unclassified) All federal employees, new contractor staff, and contract employees in a Public Trust position must meet HSPD-12 requirements. This requires that all federal staff and new contractor staff must have a current background investigation at FEMA or another federal agency where they have worked previously.

Process Personnel Security can check prior investigations and will require the employee/contractor full name, date of birth, and full social security number. Prior investigation can be used if current, available, and to the correct level. If no prior investigation is available, the employee/contractor requires: (1) FBI fingerprint check and (2) Determination of the appropriate type of background investigation.

Timing FBI fingerprint check takes approximately 24-48 hours and determination of the appropriate type of background investigation can take from 45 to more than 60 days.

15. Please confirm it I the governments’ responsibility to perform the PIV IAW with HSFD-12.

Please see above answer to question 14

16. Will the government provide MHE support to access hard to reach equipment for inventory purposes? Will the contractor be expected to operate MHE equipment (information requested 4. Technical) Yes, the government will provide MHE support

17. If MHE is not provided or available will the government provide cost reimbursable plug number for this requirement.

MHE support will be provided by the government.

18. Are there pack, wrap requirements for the propose of inventing to consolidate loose items during inventory, if so will government provide a cost reimbursable plug number for this requirement.

Not a requirement for contract support.

19. Is there a requirement to comply with the Davis-Bacon Act? (Par 7 Personnel Requirements) Yes

20. What are the record keeping requirements for this solicitation of the records are provided to the Task Monitors (information requested 2 Technical) Government will keep all records and provide final site reports.

21. What are all options referenced in the statement (Par B Options) This is based on what the contactor has outlined in inventory plans on how he or she will be meeting the requirements outlined in statement of work.

22. What is the basic requirement (define) (Par B Options) These are the requirements that are outlined in the statement of work

23. Please define the government property accountable officer roles and responsibilities.

Please see attached.

24. Is there page limitation for our proposal which will include; Management, Technical, Past Performance and Resumes.

No

25. Will Organization Chart required in the “Information Requested 5. Technical “Provide an organization chart on how your staff will meet this requirement” be This question was not answered because the question was not completed.

26. Is office space provided? YES for the team leads. If not is there a location to put a portable office and will electricity and water hook-ups be available?

27. Is there a set standard for amount of people required to show up during initial set-up after a disaster?

No

28.Will the successful bidder be required to inventory items in the field? (i.e., THU’s that are currently occupied?)

No.

29.Are connections for FEMA Internet and Intranet available at each location to download the data collected by the LIMs systems?

Government staff will be doing this.

30.Will FEMA provide a copy of the LIMs III software systems for the contractors data records, or will it be the responsibility of the contractor to purchase and maintain this information with its own copy of the software?

No, contractors will get a copy of the final inventory counts for each location.

31.On page B-3 of the RFP, it states: “The PMD Task Monitors for this contractor will accompany the contractor team to each location. Task monitors will be responsible for downloading of inventory data and uploading required data into the scanners. Task monitors will compile inventory data into the final report to management.” According to this statement, it appears that once the contractor scans the information into the LIMs III device, they simply hand the device over to a Government employee (PMD Task Monitor) who then handles the rest of the work? Is this correct?

That is correct.

32. On page B-4, Paragraph 3.5 “Contractor Inventory Count Teams will indicate each count location is completed as specified by placing scanned tags, provided by FEMA, on all items.” Is there a specific place on each item where the scanned tag should be placed?

Yes, will show in first day of training.

33. On page B-4, Paragraph 3.6, who is the Accountable Property Officer?

The person is responsible for the property at that location.

34. On page B-4, Paragraph 3.8, “The contractor shall provide inventory surge staffing for the upcoming hurricane season if a task order is issued.” Will this be priced separately from the current Line Items in the RFP? If yes, will each new Task Order be priced specific to a new SOW related to a disaster? Example: A hurricane strikes the Texas coast line and FEMA sets up two forward staging yards, Staging Yard A and Staging Yard B. Will each staging yard be priced separately due to the fact that one might be larger and the volume of inventory will vary per location?

Yes. Task Orders will be priced separately based on requirement of each location unless it is prices as time and materials for this service.

35.On page B-5, Paragraph 5.3. Security Requirements. Who will be responsible for performing the HSPD-12 clearance with a current single scope background check? Will the contractor be expected to cover this cost as part of the hiring process or will FEMA perform the background check on all personnel assigned to this contract? What is the typical time frame for obtaining the HSPD-12 clearance? Will this be factored into the start dates of inventorying activities at the different locations? HSPD-12 Requirements for Federal Employees (Public Trust) and for Contractors (Unclassified)All federal employees, new contractor staff, and contract employees in a Public Trust position must meet HSPD-12 requirements. This requires that all federal staff and new contractor staff must have a current background investigation at FEMA or another federal agency where they have worked previously. Process Personnel Security can check prior investigations and will require the employee/contractor full name, date of birth, and full social security number. Prior investigation can be used if current, available, and to the correct level. If no prior investigation is available, the employee/contractor requires: (1) FBI fingerprint check and (2) Determination of the appropriate type of background investigation. Timing FBI fingerprint check takes approximately 24-48 hours and determination of the appropriate type of background investigation can take from 45 to more than 60 days.

36. On page B-5, Paragraph 5.5 Project Management. Is the Project Manager for the successful contractor expected to be stationed at FEMA headquarters at all times? If so, where will this location be?

A Project Manager will not be required at FEMA headquarters but the government COTR will determine the location by site.

37. Does each location require a permanent staffing for daily shipments?

Yes.

38. The schedule provided on page B-3 states time frames for each location. This can be taken as if the inventory is only down during this time frame, If so does this mean its temporary work throughout the year?

No dates can change at any time.

39. Will our people be required to work at the same work pace as the FEMA personnel provided or are these teams just attached to us as guidance on what’s required to be inventoried?

Times/schedules are attached for guidance and to fill in the gaps when needed.

40. In SOW page E-3 Two price proposals should be submitted. Is this one for inventory on a regular basis and one for disaster response?

Yes, that is correct.

41. What is the time frame for the initial inventory count?

Inventory counts are based on a 40 week time frame. Contract is to provide how he or she would be able to get this completed and how long it we take them to conduct the inventory based on their site visit.

42. What is the priority of the staging yards? (i.e., Selma 1st, Ft Worth 2nd, Atlanta 3rd, Cumberland 4th etc) DC Fort Worth will be conducted first. Dates are still subject to change.

43. Will a copy of the inventory count be provided to contractor for Quality Control purposes: Company records?

The information will be held in the LIMS mobile scanner. You will get a copy of the final results that will show total counted items for each location.

44. Will a current inventory count be provided to successful bidder?

Current counts will be provided as stated above.

45. Are the (LMS) scanners wireless downloads or hard wire downloads?

They are hardwire downloads.

46. VEH required on site or can we use golf carts?

No government vehicles are provided.

47. Are we also keeping inventory on furniture and appliances? Materials? Equipment?

The only THU sites that are being inventoried will only consist of the mobile home and travel trailers. DC inventories are accounting for all property on site.

48. How often is a recount needed of the houses? Noticed that PMI’s were from May and June.

Inventory counts are once a year.

49. Is there a fresh portable water source at the THU storage facility for contractor use?

Contract should provide own water at THU site. DC have water source provided.

50. Can gas powered vehicles such as quads or side by sides be used to conduct inventory?

All necessary vehicles will be provided by site location.

51. Are there any site plans available?

We will have to check with each program office.

52. The LIMS counters that will be provided…How many counts can they hold in an 8 hour period?

As many as necessary.

53. How many lots are there?

Two lots at each site location

54. How many Trailers per lot?

1000 at each lot at Hope site 2500 at each lot at Selma site

55. Are slippery containers, vehicles, and construction supplies to be inventoried?

For THU sites, you only inventory mobile home and travel trailers. DC inventory are accounting for all property on site.

56. Do you have a lot map?

Each site can provide a site map at with detailed location of THU units. Copies can be provide when the team arrives at location

57. What is the targeted start and end date for this year’s effort?

O/A 12 July to 30 Sept 2010

58. Will resumes be required for all personnel or just key personnel for this effort?

All personnel

59. Can or will sites be inventoried simultaneously?

No, one at a time.