Pre-Proposal Questions and Answers
| Q# |
| Type |
| Area |
| Question/Comment |
| Response |
| Notes |
| Was there a sign-in sheet at the pre-bid? Is a copy available to the bidders? (Triple L Management Corp., 02/11/09 08:30) |
| Yes |
| Will this be a single award contract or will be broken into multiple awards? (Triple L Management Corp., 02/11/09 08:30) |
| Multiple (3) |
| It is our understanding that Congress has passed legislation giving preference and priority to service disabled veteran owned firms. It appears that this project is 8a set aside, yet it is our understanding that during the meeting the solicitation would be broken into three contracts, one for service disabled vets and two for 8a firms. Is this correct? (Triple L Management Corp., 02/11/09 08:30) |
| The questioner misunderstands SDVO legislation/regulation. No contract is set aside for SDVO; The government will award to |
(1) Small Business and (2) 8(a)’s business.
| Can an out of state contractor, sub-contractor with an in-state prime contractor? (Sawyer Enterprises, 02/11/09 09:01) |
| Yes, if the prime otherwise complies with the conditions of the RFP. |
| Is there a deductible for major mater items purchased for repairs? (Sawyer Enterprises, 02/11/09 09:01) |
| Major material items will be the responsibility of the contractor under CLIN 0002 |
| If not what CLIN does major material items fall under? (Sawyer Enterprises, 02/11/09 09:01) |
| CLIN 2 would be the CLIN that the contractor should use to factor costs related to maintaining THU’s |
| Are basic steps, platform steps, handicap ramps supposed to be included in the haul & install CLIN, or will they have a separate CLIN? (Sawyer Enterprises, 02/11/09 09:01) |
| Under CLIN 0005, Haul and Install, the contractor is required to bring the unit to RFO, (Ready for Occupancy), and that includes steps, ramps and platform steps. Of the last 60,000 trailer installed in LA, only 2 % required ramps and Less than 1 ½ % required platform steps. Most of the special needs applicants have already had their units installed. |
| Are power pole installation part of the haul & install CLIN for MH/PM/TT? (Sawyer Enterprises, 02/11/09 09:01) |
| Yes |
| Does, emergency maintenance, routine maintenance fall under the monthly maintenance inspections CLIN so therefore should price the PM CLIN to include all three? (Sawyer Enterprises, 02/11/09 09:01) |
| Yes. CLIN 0002 should include all maintenance efforts described in the solicitation. CLIN 0002 also includes the call center. |
| Will all questions and answers from interested contractors be posted for everybody to review? (Sawyer Enterprises, 02/11/09 09:01) |
| The Contracting Officer will review all questions. All similar questions will be posted with one answer. |
| Will all Q& A from interested contractor be posted for everybody to review? (Sawyer Enterprises, 02/11/09 09:01) |
| See Answer to No. 11; Yes. |
| It was stated at the industry day that this contract will be awarded by zones and that these zones would be posted on FBO.gov to enable contractors to bid by zone. When is the anticipated date that these will be posted? (Wes Blair, 02/11/09 09:28) |
| It will be awarded by task order which THU’s will be split up between the (3) awardees. |
| In reference to deactivations, will there be reimbursement for termite inspection & treatment? (femaproposal@yahoo.com, 02/12/09 10:32) |
| All requirements will be the responsibility of the Contractor, including termite inspections and treatment where required. In Louisiana 80,000 THU’s were deactivated, less than 10 units had to be treated for termites. |
| In reference to deactivations, will there be reimbursement for axles, tires, jacks & other deactivation related items that have been stolen or broken? (femaproposal@yahoo.com 02/12/09 10:32) |
| The contractor will be responsible to bring the unit to a safe condition to transport to the destination FEMA designates on the deactivation work order. During routine maintenance the contractor shall ensure that axles, tires, jacks and etc are with the THU and in good condition. |
| Are there reimbursements for permits dealing with movement of units? A) some parishes require police escorts for MH/PM and at times could cost up to $200.00 or more per parish, which would increase the cost dramatically depending on how many parishes you must travel thru. This cost may be different every time? (femaproposal@yahoo.com, 02/12/09 10:32) |
| The contractor will be responsible for all permits required. |
| Is there reimbursement for installing UFAS Ramps & Platform steps? A) Installing a new MH/PM that requires UFAS compliant ramp would greatly increase the cost of installation by hundreds if not by thousands of dollars depending on the size of the ramp. (femaproposal@yahoo.com, 02/12/09 10:32) |
| The contractor will be responsible for steps, ramps and platform steps. Of the last 60,000 trailers installed in LA, less than 2% needed ramps and less than 1 ½ % required platform steps. Most of the special needs applicants have already had their THU unit installed. |
| Will there be reimbursement for Hard Tow (difficult tow)? A) Examples are burnt or badly damaged units that require special preparation, towing or transportation. (femaproposal@yahoo.com, 02/12/09 10:32) |
| Under extreme circumstances there may special needs that would be negotiated by the Contracting Officer under CLIN 0010 |
| Will the new contractor be reimbursed for the removal of old temporary power poles left by the previous contractor? (femaproposal@yahoo.com, 02/12/09 10:32) |
| No |
| In reference to deactivations, will the contractor be reimbursed for “Dry Runs”? (femaproposal@yahoo.com, 02/12/09 10:32) |
| In the event a deactivation cannot be completed because of circumstances beyond the control of the contractor and they have followed all procedures required, the Contracting Officer will negotiate a cost based on proven man hours lost. |
| It is our understanding that if any maintenance issues are found during the Transition inspection period, the existing maintenance contractor is responsible for making the necessary repairs. If the repairs are not corrected by May 1st 2009, will the new maintenance contractor be reimbursed for those repairs? (femaproposal@yahoo.com, 02/12/09 10:32) |
| The incumbent contractor will be responsible for all maintenance deficiencies found during the transition inspection period and any other maintenance issues. The new contractor will be kept informed, by the COTR, of all work preformed by the incumbent contractor, noting when each unit’s deficiencies have been corrected. It will be the exiting contractor’s responsibility to correct and report completion of all maintenance issues. Due diligence by the new contractor will ensure that all maintenance issues are completed by the incumbent contractor. |
| Based on the noted repairs identified during the Transition inspections, should it be assumed that when the current contractor brings all units to FEMA’s Contractor Maintenance Standard that all units will be fully repaired {except units awaiting replacement component(s)} to the levels described in the PWS? (femaproposal@yahoo.com, 02/12/09 10:32) |
| Yes |
| If at the end of the transition period there are units still waiting replacement components (backordered repair parts) that the current contractor has ordered, who will be responsible for the cost of the components and the final repair? If the selected contractor will be responsible, can FEMA provide the number and types of backordered repair parts by zone? (femaproposal@yahoo.com, 02/12/09 10:32) |
| The COTR will provide to the new contractor a list of units and the replacement components on back order, during the transition period. The COTR will continue to provide this information until all units identified with maintenance issues have been reported completed by the incumbent contractor. |
| Can FEMA provide by month the number of emergency and routine calls for the past 8 months and the associated inventory of units in each zone of those months? (femaproposal@yahoo.com, 02/12/09 10:32) |
| In the past 8 months, In La, there were fewer than 900 emergencies as defined in the previous contract. During this time Louisiana contractors maintained 16,000 THU’s. |
| 024 |
| Contract Officer GCRO |
PMO
| Since Katrina Cottages were mentioned at the “Pre-Proposal Day” & are to possible be use for THU’s, will we be allowed to bid on the installation and maintenance of those THU’s at that time? (femaproposal@yahoo.com, 02/12/09 10:32) |
| There will be no Katrina Cottages. |
| Will there be any type of reimbursement for high dollar materials and parts? Examples are a/c units, refrigerators, stove, etc.. (femaproposal@yahoolc.om, 02/12/09 10:32) |
| Major material items will be the responsibility of the contractor under CLIN 0002. When available stoves, heaters, doors will be replaced from THUs in staging upon COTR approval. |
| Is information on zones going to be released? If so, when will it be posted? (QRI, LLC., 02/12/09 11:46) |
| The award will be assigned by task orders to split the requirement between the three awardees. |
| Who is responsible for the deficiencies audited ruing the transition review? The outgoing MDC or the incoming MDC? (QRI, LLC., 02/12/09 11:46) |
| The exiting contractor is responsible for correcting deficiencies and reporting to the COTR. The new contractor will be given a daily report of the THU’s that have been repaired to the Government Contract Standard, by the COTR. |
| Are the following items billable thru CLIN 0010: a) replacement of missing or inoperable tongue jacks; b) replacement of missing, dry-rotted or unserviceable tires; c) replacement of stolen/vandalized appliances (microwaves/refrigerators and AC units) in the occupied THU’s or deac units; d) Standby time; e) Blank Trips; f) flatbed costs for damaged units; g) Over 50’ sewer, Water and Electric utility installation; h) replacement of missing/damaged axles? (QRI, LLC., 02/12/09 11:46) |
| A. No. |
B. No C. With a police report and authorized by COTR/KO and when FEMA cannot supply the unit.
D. No.
E. Contracting Officer Approval.
F. No.
G. No.
H. No.
| Can window units replace central units? (QRI, LLC., 02/12/09 11:46) |
| Only on THU’s identified by the COTR; all must be approved by the COTR. |
| Section 5.2. CLIN 0002 – Maintenance – (Routine/Emergency) LP Gas tank refills and servicing Page C-6: What is the capacity/size of a typical LP gas tank? Section 5.2 CLIN 0002 – Maintenance – (Routine/Emergency) Can you provide information on the average monthly replacement of appliances and HVAC units? (TJT Construction, 02/12/09 11:34) |
| Most LP gas tanks are 7.5 gls. The contractor would be required to fill the tanks only on lease in, no refills are required thereafter. |
| Section 5.2. CLIN 0002 – Maintenance – (Routine/Emergency) Backorders Page C-7: Can the Contractor use major appliances from other THU’s that are being deactivated to replace failed appliances in occupied units? (TJT Construction, 02/12/09 11:34) |
| No; however check with COTR for availability of these items from Staging. All items are required to have approval from COTR. |
| Section 5.3 CLIN – 0003 Deactivation (MH/PM/TT) Site Clean-up Page C-15: Please provide clarification of what constitutes “groomed to a ready condition”. (TJT Construction, 02/12/09 11:34) |
| Refer to the bullets below Sec 5.3 page 15 (C-15). |
| Section 5.3 CLIN – 0003 Deactivation (MH/PM/TT) Performance Standards Page C-16: What is the anticipated average quantity of THU’s per work order that shall be deactivated within 7 days at any given time? (TJT Construction, 02/12/09 11:34) |
| FEMA anticipates in the state of LA to be deactivating about 300 units a month. Over the next year FEMA forecasts the removal of 3000 THU’s. Changes in FEMA’s mission requirements could alter these figures. |
| Section 5.5. CLIN – 0005 Unit Installation (THU) P-16: Where is the long term storage facility for this solicitation? (TJT Construction, 02/12/09 11:34) |
| Currently in Baton Rouge, Deridder, Lottie, and Melville. . The needs of FEMA and terms of site leases may alter future FEMA sites. |
| Section 5.5 CLIN – 0005 Unit Installation (THU) P-16: Is there any anticipation that THU’s will be installed at group sites with multiple trailers? (TJT Construction, 02/12/09 11:34) |
| There is only one group site left in La. There may be commercial park sites identified for THU installations. |
| The solicitation references 3 sectors with 2 being 8a and 1 for small business. Do you know which sector is going to be set aside for the small business award? (TJT Construction, 02/12/09 11:34) |
| The contract is going to be awarded on the basis of Lowest Price Technically Acceptable (LPTA). The top (2) 8(a)’s and (1) Small Business will be recommended to award by the Contracting Officer. |
| Within the 10 CLIN descriptions, it is stated to supply a "Firm Fixed Price" or FEMA will negotiate a "Firm Fixed Price". It appears you are asking for two different pricing methods. Does this mean the price submitted is negotiated or is a price developed by negotiations? (B&I Services, LLC, 02/12/09 12:19) |
| All items on this CLIN are submitted to the COTR for Contracting Officer approval. It’s a Cost Reimbursable CLIN. |
| Has there been any determination for geographic Zones? (B&I Services, LLC, 02/12/09 12:19) |
| No; the government will award by task order to the top three (LPTA). |
| After determining the geographic zones, please identify the number of FEMA THUs located in each geographic Zone so that we may properly achieve a fair Firm Fixed Price for each CLIN (excluding 0004 and 0010) in our proposal. (B&I Services, LLC, 02/12/09 12:19) |
| Approximately 1500 units per award. |
| Have the geographic Zones been assigned as Small Business or 8A? (B&I Services, LLC, 02/12/09 12:19) |
| Approximately 1500 units per award. |
| What is FEMA's position on Future Disasters that may occur during the life of contract HSFELA-09-R-0010 - will the tasks related to such new disasters be immediately assigned to the awarded MDH&IC? (B&I Services, LLC, 02/12/09 12:19) |
| As noted in the solicitation, it is anticipated that a declared disaster in Louisiana would likely fall under the provisions of a task order. |
| There are no provisions in the contract for a single "Emergency Deactivation". If Anticipated, what CLIN are they to fall under? (B&I Services, LLC, 02/12/09 12:19) |
| There are no emergency deactivations; the government will determine the priority of deactivations. |
| Section J, Attachments E-WD-2229 and 2231 - There are 5 SCA zones in Louisiana, but only 2 available for this RFP. Will the other 3 zones be added? (B&I Services, LLC, 02/12/09 12:19) |
| The government will amend the RFP to add those 3 wage determinations. |
| Assumption is made that the unit of measure for CLIN 0002 is a calendar month and that no proration of the unit of measure will be made by the government. (B&I Services, LLC, 02/12/09 12:19) |
| A calendar month is considered 30days; the proration of the unit’s maintenance will be base on a 30 day-calendar month. |
| add |
| Since there will be no mileage reimbursement allowed for Maintenance Services, please provide a map of the geographic Zones and the the number of units in each Zone so that we may accurately price CLIN 0002 for Routine/Emergency Maintenance. (B&I Services, LLC, 02/12/09 12:19) |
| There will reimbursement of mileage over 150 miles. |
| During the beginning Task Order Yr 3 for the current MDC Contract, the directive was given that if an applicant has an operational Stove and Oven, a microwave is then considered a luxury item and should neither be repaired nor replaced. This PWS indicated that repairs should be made to all appliances including microwaves. Please confirm that this is a change from the previous contract to the new RFP, and explain FEMA's requirements. (B&I Services, LLC, 02/12/09 12:19) |
| All items will be approved through your COTR; yes a microwave is considered a luxury item; upon failure it will not be replaced. |
| add |
| Under the definition/pws for "Backorders", FEMA mentions "...EMERGENCY MAINTENANCE SECTION 5.W.1.iv and 5.1.W.v in this PWS." We were unable to locate the sections in the provided PWS from www.fedbizopps.gov Will you please provide the language in your answers to the RFP questions? (B&I Services, LLC, 02/12/09 12:19) |
| Backorders – are parts waiting to be received. |
| "The Contractor shall provide a monthly schedule of the planned routine/preventive, pest control inspections; a monthly report summarizing findings…" Is the MDH&IC required to Inspect/Fumigate each trailer in the assigned zone monthly or is this an addition to the PMI process? When is the schedule due during the month? Will the government provide the report template? (B&I Services, LLC, 02/12/09 12:19) |
| It will be the contractor’s responsibility to provide the schedule of planned pest control services when it is identified by the applicant that pest control is needed to eradicate the infestation. |
| add |
| The description of CLIN 0003 differentiates between unit types ("There are 2 types of units (a) Mobile Homes/Park Models (CLIN 0003A) and (b) Travel Trailers (CLIN 0003B)." Will CLINs 0005, 0007, and 0008 be given the same differentiation? (B&I Services, LLC, 02/12/09 12:19) |
| CLIN’s 0005, 0007, 0008, and 0009, all THU’s. |
| During delivery of the THUs to FEMA Staging, is the Contractor required to provide a container for each unit delivered or is it sufficient for the Contractor to carry one container as needed? (B&I Services, LLC, 02/12/09 12:19) |
| Containers are required by the contractor upon delivery THU to staging. It is the contractor’s responsibility to determine the number of containers needed to remove all fluid deposit from THU. |
| Regarding the first and second bullets: Where can we find "Attachment C, Exhibit 1" and "Attachment C Exhibit 2"? (B&I Services, LLC, 02/12/09 12:19) |
| Refer to section J attachments. |
| Are there approval forms for the use of CLINs 0004 and 0010? If so, when will the forms be provided to the Contractor? (B&I Services, LLC, 02/12/09 12:19) |
| The COTR will provide a list of requirements for the contractor. A form can be provided if requested by the contractor. |
| The Contractor may be directed by the COTR, to complete any work order as a priority…" Will the contractor be reasonably compensated for redirecting currently scheduled and on-going work? (B&I Services, LLC, 02/12/09 12:19) |
| The COTR only directs contractors when health, safety and the needs of FEMA are the main concerns. Work Orders requested as priority have been rarely requested by the COTR and is considered part of normal business requirements. |
| Will Dry Runs be included in CLIN 0010? (B&I Services, LLC, 02/12/09 12:19) |
| No. |
| I attended the meeting last when it was mentioned the areas would be broken up into 3 zones. Is that still scheduled to happen before 2/12 as stated in the meeting so questions can be answered prior to 2/12 deadline? (Timberline Homes, Inc., 02/10/09 10:27) |
| Awarded by Task Orders. |
| I am writing on behalf of PSS, Inc., and in reference to the Louisiana Maintenance and Deactivation, Haul and Install Solicitation, number HSFELA-09-R-0010. It was stated at the industry day that this contract will be awarded by zones and that these zones would be posted on FBO.gov to enable contractors to bid by zone. When is the anticipated date that these will be posted? (Wes Blair, 02/11/09 09:28; follow-up 02/12/09 15:29) |
| They will be assigned by task orders. |
(1) Small Business
(2) 8(a)’s Business
| The quality of the Offeror’s past performance will be evaluated based on comparison of Past Performance Questionnaires with information the government obtains through reference checks, its own knowledge/experience, and/or from other sources. There is no reference to Questionnaires or samples to send out. Is there a requirement to send out Questionnaires? (Glenn Aikin, 02/06/09 12:32) |
| No |
| Was the pre-bid mandatory? (Huffman Construction, Inc., 02/06/09 15:14) |
| There was no pre-bid. We did hold an industry day, attendance was not mandatory. |
| How many trailers will be issued to each contractor? (Huffman Construction, Inc., 02/06/09 15:14) |
| Base on current projections, approximately 1500. |
| What is the geographic location of the trailers? (Huffman Construction, Inc., 02/06/09 15:14) |
| Approximately 85% of the trailers are located South of I-10 and I-12 throughout the State of Louisiana. |
| add |
| Does the hauling of trailers require the haulers to have Commercial Driver’s License? (Five Star Defense, unknown date/time) |
| The hauling of trailers and requirement to have Commercial Driver’s License and compliance with the DOT rules for hauling are addressed in the solicitation. The clause of the solicitation reads as follows: |
“The Contractor shall, without additional expense to the Government, be responsible for obtaining any necessary licenses and permits, and for complying with any Federal, State, and municipal laws, codes, and regulations applicable to the performance of the work. The Contractor shall also be responsible for all damages to persons or property that occur as a result of the Contractor's fault or negligence. The Contractor shall also be responsible for all materials delivered and work performed until completion and acceptance of the entire work, except for any completed unit of work which may have been accepted under the contract."
Please note the Government does not specify any particular requirement. However, the offeror is held to meeting any and all requirements to properly perform this contract if so awarded. Failure to comply with ALL of the requirements could be construed as a breach and the contract terminated. (Answered by Bob Dempsey LA PTAC, 02/06/09 15:28)
| Is solicitation HSFELA-09-R-0010 replacing contract HSFEHQ-06-D-0381? (C. Martin Company, Inc., 02/06/09 18:27) |
| No. Because of the limitations of the current contract, FEMA is not exercising the options on year 4. |
| The NAICS code for HSFELA-09-R-0010 is currently listed as 238910, Site Preparations Contractors; with a Threshold of 14.0 million within SBA size standards. Please note; contract HSFEHQ-06-0381 NAICS is 561210, Facilities Support Services with a threshold of 35.5 million. (Please refer to SBA size standards justification footnote #12 for 561210 ;) why would the NAICS code change when the work effort identified in the scope of work, remains the same? (C. Martin Company, Inc., 02/06/09 18:27) |
| The contract has been amended to add the appropriate NAICS codes; however the scope of the work has changed. |
| If an interested contractor is certified 8(a) therefore small, can contractor bid for both the 8(a) requirement and the Small Business requirement? (C. Martin Company, Inc., 02/06/09 18:27) |
| Your proposal is for the entire State of Louisiana which will be awarded to (1) Small Business and (2) 8(a)’s; under the LPTA process. Therefore we will be awarding to the top in each category. |
| When will the incumbent contractors performing on the current contract HSFEHQ-06-D-0381 receive their modification for “termination for convenience”; as there will be two years remaining on the 5 year current contract? (C. Martin Company, Inc., 02/06/09 18:27) |
| HSFEHQ-06-D-0381 Task Order expires April 30, 2009. The government does not plan to exercise the options as the scope has changed. The government will give a 30 day notice. |
| Please define the 3 zones that will be awarded, zip codes, zone map, etc. (C. Martin Company, Inc., 02/06/09 18:27) |
| It will be assigned by Task Orders; which will be split up between three contractors. |
| If zone maps are not available as of 2-06-09 will zone information be provided prior to Solicitation response due date? (C. Martin Company, Inc., 02/06/09 18:27) |
| See answer at No. 66. |
Please clarify Hour Requirement in section ii of QASP:
Timeliness (SSPA #1)
1. Timeliness will be evaluated for Monthly Maintenance, Emergency Maintenance and
Deactivation.
a. Pursuant to the Performance Work Statement (PWS) the contractor shall:
i. Respond and initiate emergency repairs within six (6) hours of receipt of the emergency request with the tools, equipment and supplies, necessary to make repairs.
ii. Pursuant to PWS the contractor shall initiate and complete routine maintenance repairs within forty-eight (48) hours after receipt of the request or monthly scheduled maintenance whichever comes first.
Contractor shall complete routine maintenance items within seventy-two (72) hours of initial visit. (C. Martin Company, Inc., 02/06/09 18:27) Emergency, 6 hours to complete or remediate, 48 hours to complete repairs.
100%, unless extenuating circumstances, sent to the COTR for consideration.
Routine, 48 hours to respond and repair, 96 hours to complete repairs. 90% of repairs completed on first visit.
| If contract start is May 01, 2009, regarding Transition plan; inspections for month of April; CLIN 0001 of new contract does not specify a plan for the tenant notification process and scheduling (Interior Inspection) of the initial pre-inspection. The original MDC from contract 06-D-0381 will be scheduling and conducting PMIs for the month of April 2009 per contract requirements. How does the transition pre-inspection effort get coordinated with the occupants and with the phase out MDC? (C. Martin Company, Inc., 02/06/09 18:27) |
| The incumbent is responsible for all maintenance and repairs. The awarded is responsible for indentifying safe, habitable, and living conditions of the THU’s assigned. |
| Is there a phase out plan and funding for transition from prior MDC contractor, i.e.; inventory carry over, open parts, open maintenance orders; etc.? (C. Martin Company, Inc., 02/06/09 18:27) |
| There is a phase out plan; however there is no funding for transition from prior MDC contractor. The incumbent is responsible for all maintenance and repairs. |
Response to Questions: February 2009
