Response to Offeror Questions document.docx

RFP #24RFP11029

Questions/Answers

1. The solicitation states that proposals are due on 8/30/24 but it does not designate a time. We did see a time of 5:00 PM CT on the State’s Portal and would like to confirm that this time is correct.

5:00 PM Central time on 08/30/2024 is correct.

2. Will the evaluation meeting be a public meeting? If so, where will the meeting notice be published?

The evaluation meeting will not be a public meeting.

3. Page 13, 7.1 states the following: “After determining that a proposal satisfies the mandatory requirements stated in the Request for Proposal, the evaluator(s) shall use subjective judgment….” We were not able to find any mandatory requirements stated in the RFP. Could the State let us know what these mandatory requirements are?

All items referenced in the RFP are required and must be met and agreed upon.

4. Page 13, 7.5 Award states the following: “The requesting agency and the highest ranked offeror shall mutually discuss and refine the scope of services for the project and shall negotiate terms, including compensation and performance schedule.” Is it the State’s intent to make an award to only one Contractor and not multiple Contractors?

Correct; only one award will be made to one contractor.

5. If multiple awards are made, what method would the State use to determine which Contractor(s) to activate first?

N/A

6. Does the State currently have a contract in place for these services? If so, could you provide us with the name(s) of the Contractor(s) and the current pricing?

Yes. Current contract information can be found here: https://open.sd.gov/contracts/14/19-1400-019.pdf

7. Has the State used these services in the past? If so, when was the last time that the Contractor was activated and what was the size of the base camp and the length of time that it was in operation?

No, these services have not been used by the State in the past.

8. Will this be a Single Award or a Multiple Award Task Order Contract? Most State and Federal contingency contracts of similar scope (FEMA, DHS, CDC, FL, NC, MS, LA, TX, WA, MA, DE) are Multiple Award Task Order Contracts (MATOCs) with Task Order competition among MATOC awardees.

A single award will be made.

9. Will the Contractor be required to identify and lease the location(s) for the Disaster Housing, Feeding, and/or Operational Support Services facilities or will the State provide these locations?

The State will provide these locations.

10. Will the Contractor be expected to send a representative to the State Emergency Operations Center (EOC) or similar incident management organization in expectation of or during operations of Disaster Housing, Feeding, and/or Operational Support Services missions? Most State contingency contracts of similar scope require a State EOC Liaison Officer to be assigned when requested by the State EOC in preparation for or assignment of similar missions.

No State EOC Liaison will be required.

11. Will the State provide any State/Local staff on-site during Disaster Housing, Feeding, and/or Operational Support Services missions, such as a Contracting Officer's Representative (COR), that the Contractor work with directly during mobilization, operations, and/or demobilization?

The State may provide staff on-site if needed.

12. What percentage of the Disaster Housing, Feeding, and/or Operational Support Services will need to be Americans with Disabilities Act (ADA) compliant? Most State contingency contracts of similar scope state that either 5%, 10%, or 15% of the lodging/billeting, restrooms, showers, and handwash stations as well as access and services of dining/feeding, administration, recreation/ relaxation areas, medical services, and laundry services must be ADA accessible.

No percentage established, but reasonable accommodations should be available.

13. Do you have an established "overage" number or ratio for sleeping quarters and/or feeding services? Most State contingency contracts of similar scope state a 10% overage for lodging/billeting and dining/feeding services (ie. 400 person capacity really means that 440 cots are available and 440 meals must be available for each meal service).

No, we do not have an overage amount. Proposals should be for the amount listed.

14. What ratio should be used for number of restroom (toilet) seats per disaster housing resident or dining/feeding guest? OSHA Temporary Labor Camp Standard (29 CFR 1910.142) establishes a ratio of 1 toilet seat per every 15 residents/guests.

Applicable regulations should be followed.

15. What ratio should be used for number of handwash stations per disaster housing resident or dining/feeding guest? OSHA Temporary Labor Camp Standard (29 CFR 1910.142) establishes a ratio of 1 handwash station per every 6 residents/guests.

Applicable regulations should be followed.

16. What ratio should be used for number of shower heads per disaster housing resident? OSHA Temporary Labor Camp Standard (29 CFR 1910.142) establishes a ratio of 1 shower head per every 10 residents/guests.

Applicable regulations should be followed.

17. What ratio should be used for number of self-service laundry washer and dryer sets per disaster housing resident? OSHA Temporary Labor Camp Standard (29 CFR 1910.142) establishes a ratio of 1 washer/dryer set per every 30 residents/guests.

Applicable regulations should be followed.

18. Will Laundry services be full-service (drop-off/pick-up) or self-service? Note that self-service is not ADA accessible.

Self-service.

19. What space allotment per person should be used for the sleeping quarters? OSHA Temporary Labor Camp Standard (29 CFR 1910.142) establishes a standard of a minimum of 50 square feet per lodging/billeting resident.

Applicable regulations should be followed.

20. What ratio should be used for the capacity of the dining/feeding facility? While no Federal standard exists for temporary facilities, our target is typically seating for 33% of the total number of expected dining/feeding guests with service completed within 2 hours for each dining period.

No ratio established.

21. What space allotment per person should be used for the dining/feeding facility? While no Federal standard exists for temporary facilities, our target is typically a minimum of 15 square feet for the target number of dining/feeding guests.

No space allotment established.

22. What ratio should be used for the capacity of the relaxation areas? While no Federal standard exists for temporary facilities, our target is typically space for 10% of the total number of lodging/billeting residents.

No ratio established.

23. What space allotment per person should be used for the relaxation areas? While no Federal standard exists for temporary facilities, our target is typically a minimum of 20 square feet for target number of lodging/billeting residents.

No space allotment established.

24. What space allotment per person should be used for the Operational Support Services facility? While no Federal standard exists for temporary facilities, our target is typically a minimum of 15 square feet for the total number of users. The GSA standard for PERMANENT administrative space is 50 square feet per person.

No space allotment established.

25. What types of structures are acceptable for sleeping quarters? Most State contingency contracts of similar scope specify the requested type of sleeping quarters - soft-sided (structured tents with power, HVAC, cots, and footlockers); hard-sided bunk trailers (1/2/4/6/8/12/or more bunks per room per towed trailer); or hard-sided "hotel room equivalents" (1 single bed with ensuite bathroom, shower, sink, desk, fridge, microwave, and TV). Most State contingency contracts accept all or multiple types of sleeping quarters to increase available options depending upon the emergency.

Structure needs to be able to withstand extreme heat and extreme cold. No established requirement on sleeping arrangements.

26. Will the Disaster Housing, Feeding, and/or Operational Support Services facilities require wireless internet services for residents/guests? Most State contingency contracts of similar scope specify wireless internet as a required service, but it is not specified in this solicitation.

No.

27. Will the Operational Support Services facility require Voice over Internet Protocol (VoIP) telephones, printers, scanners, copiers, and/or shredder for users? Most State contingency contracts of similar scope specify these information technology needs as a required service, but it is not specified in this solicitation.

No.

28. Will the Disaster Housing, Feeding, and/or Operational Support Services facilities require fencing, perimeter lighting, and/or unarmed security services? Most State contingency contracts of similar scope specify unarmed security services with perimeter lighting and 6-foot temporary fencing with at least one gate as a required service, but it is not specified in this solicitation.

As stated in the RFP, there should be no assumptions about the safety of the area near the disaster location. As such, fencing and security may be needed.

29. Will the Disaster Housing, Feeding, and/or Operational Support Services facilities require medical facility and/or medical staffing services? Most State contingency contracts of similar scope specify medical services as a required or optional service, but it is not specified in this solicitation.

No.

30. May we offer consolidated Disaster Housing and Feeding services as an option (separate cost proposal line item) given that consolidation of these two service offerings reduces costs from offering them only as separate facilities (due to common water, wastewater, internet, fuel, power, and material handling equipment shared between facilities)?

No.

31. What is the accepted meal standard for Feeding services? Most State contingency contracts of similar scope specify either the U.S. Army 14-day Meal Plan or the U.S. Forest Service's 21-day Meal Plan as accepted meal standards.

No standard is set.

32. Are there any expected dietary or special alternative meal offerings required? Most State contingency contracts of similar scope specify need for vegetarian, vegan, halal, kosher, gluten free, and/or low sodium/low sugar dietary options for disaster feeding services.

No.

33. Will midnight rations and/or 24/7 snack bar services be required for disaster feeding services given the "24 hours per day, 7 days a week..." statement in Section 4.1?

Yes.

34. Will disaster feeding services be offered for individual credit card-only purchase OR offered to all residents/guests free of charge?

Free of charge to those staying on-site.

35. Will Disaster Housing residents require badging services? Most State contingency contracts of similar scope specify a non-photo resident badge upon check-in and collection of the badge at check-out.

The State will provide badging/credentialing services.

36. Will the Disaster Housing, Feeding, and/or Operational Support Services facilities require covered walkways to and from each component structure (admin/check-in, sleeping quarters, restrooms, showers, laundry, relaxation areas)? Some Federal and State contingency contracts of similar scope specify if covered walkways are needed or they can be added as a separate element during the quote process.

No.

37. Will the Contractor be responsible for snow clearance and ice mitigation within the boundaries of the Disaster Housing, Feeding, and/or Operational Support Services facilities? Some Federal and State contingency contracts of similar scope specify who will provide these services when they are needed or they can be added as a separate element during the quote process.

The Contractor will be responsible for snow clearance and ice mitigation.

38. What is the timeframe required for scaling (expanding/contracting) population served? Most State contingency contracts of similar scope specify X number of hours to expand or reduce capacity as changes often require addition or removal of structures, equipment, power, HVAC, water/wastewater piping, or similar activities.

No timeframe is established. Situational dependent.

39. What is the Period of Performance basis for each proposed cost? Daily, Weekly, or 30-day rates differ as the cost for a 30-day rate is less than a Daily rate given that vendor-supplied services (such as water, wastewater, fuel, bulk food supplies) cost less if purchased in bulk or over a defined 7-day or 30-day Period of Performance.

Please provide weekly and monthly rates.