Attachment 4 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. On scanned commodities what other data fields must be captured by the inventory team aside from qty and location?

For FEMA the term commodity refers to items like tarps, bottled water, cots, and meals. The data above would be required for any and all commodities. For barcoded items, the required information should be in the records and the quantity would be one. If the item is a major end items and not on record, all basic cataloging type of information should be recorded, to include location.

2. Are we inventorying major end items or do we conduct inventories of components of major end items; example would be Tool Sets, Kits or Outfits. Do we inventory the components of the boxes or strictly the tool box itself.

FEMA does not break out common hand tools (e.g. screwdrivers) from the tool box. Some kits do have reportable items in them and required each be scanned. An example of this is a flyaway type kit that would include laptop computers and scanners.

3. Are excess items identified on an inventory count sheet? Or if not what information is required to capture data for accountability?

Items found and not on record should be identified to the task monitor. Basic information would include as applicable, manufacture, model, serial number, quantity, and location information.

4. Will the contractor be provided support or access to MHE if required? If government does provide access to MHE when required will the government provide training and licensing.

Any and all MHE required to perform the inventory will be provided and operated as necessary by the government.

5. If the contractor provides a licensed operator for MHE will the contractor be provided access to use the MHE in support of inventories?

No, contractors will not operate government owned MHE

6. Will the contractor be supported for items that are out of reach and are not labeled clearing to correctly identify the commodity type or quantity?

Yes

7. If MHE support is not provided by the government will the contractor be authorized to operate contractor provided MHE?

As stated above, required MHE will be provided and operated by government employees.

8. Is office space provided?. If not is there a location to put a portable office and will electricity and water hook-ups be available?

YES for the team leads

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

No.

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

No.

11. 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 the downloading and uploading function of the inventory.

12. Will FEMA provide a copy of the LIMS III software systems for the contractor’s 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 not require a copy of LIMS to perform their required functions. As stated above the government staff will be responsible for all upload and download functions. Contractors will get a copy of the final inventory counts for each location.

13. 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.

14. 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, exact location and procedures will be addressed during the first day of training conducted at each site.

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

The person responsible and designated in writing for the property at each specific location.

16. 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.

17. 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.

Current inventory schedule does not allow for the investigation timeframes listed above to meet required completion dates.

18. 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?

Project Manager should accompany the teams to provide coordination with the government staff and direction to the contractor workforce.

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

Yes, each site will have a government staff on hand.

20. 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.

21. 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 are attached for guidance and to fill in the gaps when needed.

22. 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.