Attachment 2 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. Ft Worth, TX: Pad 6 houses just over 100 trailers. Are any items (deployable or fixed assets) in the trailers? If so, how many containers have items? How many items per container? What types of items/assets?

Pad 6 currently has ~60 trailers. 15 trailers have JFO kits in them and 45 trailers have one of three commodities: tarps, plastic sheeting, or blankets.

2. Ft Worth, TX: Pad 8 houses approximately 70 MDRC’s. What inventory-eligible equipment if any is in the MDRC’s? What are the types and quantities?

There are currently 19 units on Pad 8, however assets are deployed and redeployed consistently as required and the number of units on ground may change. Items inside the units include 39 accountable items to include, but not limited to, laptops, routers, printers, etc.

3. Ft Worth, TX: Pad 11 houses approximately 80 containers that are supposed to be empty. Please confirm there are no inventory-eligible items in these containers.

All of these containers are empty.

4. Ft Worth, TX: Pad 12 has approximately 25 containers. How many have deployable items or fixed assets? If any, what are the types and quantities?

There are currently 19ea 20’ containers on Pad 12. Seven of them are empty or include a fire extinguisher and cargo nets; 12 of them are full or partial PPDS/HRK containers and include items such as roofing dry kits equipment, cots, generators, etc.

5. Ft Worth, TX: Pad 14 houses approximately 40 containers solo or on a chassis. How many of the containers have deployable items or fixed assets? If any, what are the types and quantities?

None of the containers in Pad 14 have deployable or fixed assets in them. The items are excess or the container is empty. Currently there are 21 containers with excess items.

6. Ft Worth, TX: Will the contractor be responsible for removing items/assets from the trailers and containers to perform the physical inventory?

If the inventory identifies for pre-staged deployable assets or excess to be counted, DCFW MHE assets will be available for use, however the inventory team will be responsible for unloading and reloading the trailer.

7. Ft Worth, TX: We were told that many of the containers with items/assets have an inventory log that states what they are loaded with. Will the contractor be provided this log? Can this log be used for inventory purposes or will the items need to be removed and inventoried?

I have to assume that they are talking about the excess containers. Each container does have an inventory log. If the inventory team requires the log, it will be provided. A Per-Staged PTR can be provided for all re-staged commodities.

8. Ft Worth, TX: The warehouse locations have items stacked 20 feet high. Will ladders, lifts, boom arms, or other items be available to the contractor to reach these heights or will the contractor need to provide their own equipment?

All warehouse assets will be available for certified/licensed users subject to contract terms.

9. For the fixed assets inventoried will the contractor be required to collect or update any description, manufacture, model, or serial number information?

If the item is not recorded in the accountable record (LIMS), the above information i.e. description, manufacture, model, serial number information, and quantity will need to be documented.

10. What does FEMA security HSPD-12 entail?

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.

11. Is inventory only taken once a year?

Yes

12. Can sites be done one at a time or do they have to be done all at the same time?

One at a time

13. Will we be allowed to bring equipment in such as a hydraulic lift or rolling ladders in order to reach items on high shelves?

Any required equipment to conduct the inventory will be provided at the respective site.

14. Is there a timeframe that the inventory has to be completed by?

Schedule is as follows – DC Fort Worth 12 – 30 July Selma 1-7 August Hope 22-27 August DC Atlanta 13 to 30 Sept

15. Will there be other things to inventory at Selma than the temporary housing? If so, what will it be?

No, Temporary Housing Units Only

16. Is the Atlanta D.C. laid out in a similar format as the Fort Worth D.C.?

DC Atlanta will be a new facility with basic layout similar to DC Fort Worth, but stocks should be more consolidated.

17. What will be inventoried at the Hope yard?

Temporary Housing Units Only

18. The time schedule that is in the solicitation is that the actual schedule or is it just an example?

See response in Question 5 above.

Warehouse #9

1.Do we inventory shelves?

Not unless the items are part of a deployment kit.

2.Do we inventory items such as fire extinguishers and electrical cords?

See above, most items like that are considered to be real property that is part of facility itself.

3.Do all like items that are shrink wrapped have the same quantity in them?

No they do not. They can vary by unit pack and quantity.

Pad #6

1. What percentage of trailers are pre-staged?

Pad 6 currently has ~60 trailers. 15 trailers have JFO kits in them and 45 have one of three commodities; tarps, plastic sheeting, or blankets.

2. Is there enough room inside the trailers that are pre-staged to count or will we have to unload the trailers?

There is not room to walk between the pallets. Only option, if not unloaded will be to climb on top of the pallets—not recommended via safety concern.

Between Warehouses 13 & 14

1. How do we inventory t he spooled wire? Do we measure length or count by spool?

The wire can be identified by size and ‘estimated’ on length

2. Do we inventory the blocks and lumber?

No, these are used for dunnage, blocking and bracing of loads.

Warehouse #12 Bay F

1. Do we inventory the individual items in the tool boxes?

No, individual tools in the tool boxes will not be counted. These items are considered expendable. The tool boxes themselves are bar-coded assets and will be inventoried.

2. Are the lockers inventoried?

No, The lockers are for personal use by the contracted maintenance team.

3. Do we inventory the shelves full of cleaners?

No, these items are expendable.

Warehouse #12 Offices

1. Do we inventory small items such as pens, ink stamps, staplers, staple removers and etc.?

No, these items are expendable.

1. Will FEMA allow employees without FEMA Badges to work while their Badges are being processed? HSAR 3052.204-71 CONTRACTOR EMPLOYEE ACCESS (JUN 2006) No. All employees must have a valid, favorable background investigation and be badged or they will not be allowed to work on the site.

2. Will FEMA reduce the requirement listed below and state that contractor employees need to be able to pass a favorable adjudicated background investigation before award of this contract.

This requirement states that All contractor employees requiring recurring access to Government facilities or access to sensitive information or IT resources are required to have a favorably adjudicated background investigation prior to commencing work on this contract unless this requirement is waived under Departmental procedures.

All contractor employees must have a favorably adjudicated background investigation before they begin work.

3. Will TBDs be provided? Under Contract Clauses paragraph C:

C.7 52.216-19 ORDER LIMITATIONS (OCT 1995) Minimum order: When the Government requires supplies or services covered by this contract in an amount of less than TBD, the Government is not obligated to purchase, nor is the Contractor obligated to furnish, those supplies or services under the contract. (b) Maximum order. The Contractor is not obligated to honor-- Any order for a single item in excess of TBD (2) Any order for a combination of items in excess of TBD; or a series of orders from the same ordering office within TBD days that together call for quantities exceeding the limitation in paragraph (b)( 1) or (2) of this section.

Yes. This information will be provided at the time of award.

4. Will FEMA waive the requirement that the contractor perform 50% of the work with their own employees?

No waiver will be granted. At least 50% of the work must be performed by the contractors own employees. It is the desire of the Program Manager for all employees to be from same contractor.

5. Can a contractor bid on two of the four CLINs versus bidding all four?

No. It is the desire of the Program Manager that one contractor perform all four CLINS.

6. Site and Inventory Schedule – What is the inventory start date and time allowed to complete the inventory for the Hope & Selma locations?

Selma 1-7 August Hope 22-27 August (Schedule also provided to Acquisition)

7. Pg B-4, the fourth bullet – Are there other locations and monthly reporting requirements?

Only those specified in the solicitation.

8. Pg B-4, section 3.8 – Is a list of surge staffing to be submitted with this proposal or when a separate task order is issued after award?

Surge staffing will not be paid to support this effort. This contract does not require surge support. The contract performance hours are regular duty hours, Monday-Friday, with no overtime anticipated.

9. Pg B-5, section 5.3 – Are the security requirements needed at the time of the proposal submission? If not, will there be help from COTR to acquire security clearance before work commences?

No. Bidders are responsible for all required submissions. All security requirements must be met before starting date of the contract commencement. Government COTR will not assist in processing of background checks.

10. Pg B-6, first paragraph – states “Any approval given during preparation of the documentation, or approval for shipment shall not guarantee the final acceptance of the completed documentation.” What constitutes final acceptance?

Final acceptance is the completion of the requirement in accordance with the statement of work and delivery schedule.

11. Pg B-6, section 7 – Will the 25 calendar day requirement for the key personnel substitution be required for all personnel?

No. Only key personnel are subject to the 25-day notice provision.

12. Pg C-2, section C-4 – Will the Contractor be responsible for GFE during the duration of the contract or will the GFE be issued at each site when schedule of work is to take place?

Scanners will be the only MHE and they will be issued at the start of each day.

13. What percentage of the total items to be inventoried do NOT have barcodes?

Of the items that require barcoding, it is projected that 10% will not have the barcode affixed to the item.

14. Of the items without barcodes, how are they marked/labeled for inventory?

Pallets should be placarded with the identifying information.

15. What percentage of total items are not marked or identified in any way?

It is projected that 10% will not be identified.

16. Will there be a government furnished scissor lift for contractor use?

Any and all MHE required to perform the inventory will be provided and operated as necessary by the government. When such items as a scissor lift are not available, materials will be moved by government personnel to an inventory location.

17. If so, does the contractor need to supply the scissor lift operator?

See answer to question 16

18. If not, are there any special guidelines must the contractor follow to bring in a contractor provided scissor lift?

See answer to question 16

19. Will there be a government furnished forklift for contractor use?

See answer to question 16

20. If so, does the contractor need to supply the forklift operator?

See answer to question 16

21. There are loaded containers and tractor trailers. Can these containers and trailers be inventoried without unloading the containers and trailers?

Some can and others will need unloaded. Each loaded container or trailer will be inventoried without unloading it if that is feasible. Any container that can be inventoried faster, more efficiently or safer by unloading it for inventory will be unloaded by government staff personnel.

22. The one tractor trailer that was opened and shown to bidders during the site visit had a very strong smell of pesticides. Is the air quality safe for workers without respirators in these loaded containers and trailers?

No HAZMAT should be stored in the containers or trailers. If there is an issue or any safety concern notify the Task Monitor immediately who will bring it to the attention of the COTR immediately. The air quality of items stored in closed containers varies. Any container or other inventory area will either be ventilated to allow for property airflow, or supplies will be moved to a better suited location for inventory. There is no need or requirement for respirators. Questions on safety or air quality will be brought to the COTR immediately.

23. Are labels on vehicles and equipment barcodes?

All vehicles should be barcoded as well as major pieces of equipment. Contractors will be shown an official FEMA barcode during training.

24. For items in packaging and boxes, does the contractor have to open these items or may the contractor assume the count on the packaging/box is correct?

Factory sealed commodities (e.g. meals, bottled water) do not need opened. Barcoded items require that the barcode be scanned and verified. To do that boxes will need to be opened.

25. Is the contractor expected to unwrap pallets for inventory and rewrap them?

As stated above, commodities do not need to be unwrapped for inventory purposes.

26. If so, what percentage of total items must be unwrapped and re-wrapped?

See above.

27. If pallets are not to be unwrapped, can workers visually determine item count on pallets?

Workers would be able to verify count and unit of measure on all wrapped commodities.

28. What is the height of the highest shelving rack?

18 feet at DC Fort Worth

29. Will the items that were in aisles going to be moved by the government before work begins or is the contractor expected to move these items out of the way for inventory?

Items will be moved if they impede the count or present a safety of operations hazard.

30. How many of the tractor trailers are pre- loaded with items?

45 – Blankets, Tarps, Sheeting 15- JFO Kit 10-Excess

31. How many containers are pre-loaded with items?

9-Excess 12-Full or Partial PPDS/HRK

32. How are items in Warehouse 14 stored and organized?

Warehouse 14 is organized as a woodshop work area.

33. Will electrical outlets be available for contractor use on the out door pads so the contractor can use lighting and fans for their workers?

Lighting should not be as issue as the DCFW work hours are 0800-1630, no outlets available on outside pads?

34. Will contractor workers without badges be escorted at all times or will they be allowed to work unescorted? Can contractor employees with badges escort their employees without badges?

All workers will require badges.

35. Will the contractor be able to work 10 and 12 hour days if needed?

No

36. Will the contractor be able to work weekends if needed?

No

37. When will the government provided training occur?

First day of operations at each site

38. Does the contractor have any flexibility on when or where training may be held?

No

39. Will the government provide the one day training at each of the four locations immediately prior to the contractor beginning work?

Yes

40. How many times in one year must items be inventoried by contractor?

Once

41. What is the performance period requirement at each location for inventory to be completed?

DC Fort Worth 12 – 30 July Selma 1-7 August Hope 22-27 August DC Atlanta 13 to 30 Sept

42. What is the no later than date that the contractor must begin inventory at each location?

See schedule above

43. What happens if one or more handheld units or computer system/software stops working or is not working properly?

Another will be reissued to the contractor.

44. Will the government provide maps/floor plans of items to be inventoried?

Yes

45. Will the maps/floor plans show what bay, row, shelf the item is stored?

No