FEMA/DECD Nationwide Fleet Maintenance

This Sources Sought Notice (SSN) is for planning/information purposes only and shall not be construed as a commitment or a promise of a contract by the Government. This is not a solicitation. This notice does not constitute a Request for Bid, Request for Quote or Request for Proposal, nor does it restrict the Government as to the ultimate acquisition approach. The Government will not reimburse respondents for any costs incurred in preparation of a response to this notice. The Government will determine whether to set-aside this future procurement, based on the information submitted. For the purpose of this acquisition, the NAICs code is 811111- General Automotive Repair, small business size standard is $9M.

1.    PURPOSE The Federal Emergency Management Agency (FEMA) is conducting a market analysis with this SSN to identify businesses capable and interested in performing the services required in the Draft MERS Fleet Maintenance SOW and to collect feedback from industry on the draft documents provided in this notice. The information collected in this SSN and industry outreach notice will be used to further define the government's requirements and create the appropriate acquisition strategy. The information will be considered in finalizing FEMA's requirements.

2.    BACKGROUND DECD maintains on staff mechanics to perform preventative maintenance checks and services (PMCS); routine services; and minor repairs on its fleet of 600+ vehicles and trailers.  As part of the division’s enterprise maintenance program, support is required from a third party vendor to provide 24/7 nation-wide roadside assistance, towing services, tire replacement, and major repairs.   See "Draft MERS Fleet Maintenance SOW" and "RFI Questions" documents that are attached for more information and action.

3.    SUMMARY OF REQUESTED INFORMATION FEMA is not seeking elaborate replies, but rather concise, meaningful responses from vendors with the requisite fleet maintenance expertise and comments and questions on the Draft MERS Fleet Maintenance SOW document and answers to the RFI questions. Vendors shall identify recent projects / contracts that perform similar work. The limit is five single-sided 8.5" x 11" pages or less using 12 pt. font (title page, table of contents, and feedback on the Draft MERS Fleet Maintenance 2020 SOW document does not count against the page count. Tables and charts may have smaller print). Vendors may submit brochures and literature in addition to the five page limit. Vendors are requested to provide the following information:

1) Company Information

a) Company name, point-of-contact, address, UEI Number and CAGE code.

b) Business Type: (small business, woman-owned small, minority owned small, 8(a), hubzone, etc.) i) If the vendor is a large business it should state that fact. (Determination is not made by self reporting on SAM, but actual registration and acceptance from the SBA which will be checked with the SBA Dynamic Small Business Tool).

c) Current contract vehicles (such as GSA Schedules) with fleet maintenance services within scope that FEMA can use to obtain the services (do not list an IDIQ specific to another agency that FEMA cannot use).

d) Experience: Summary of at least one contract for government or commercial fleet maintenance services of similar scope, size and complexity in the last three years. Each summary should contain:

i) Customer Name

ii) Role of your Organization (Prime or Subcontractor)

iii) Contract Number

iv) Contract Type (fixed price, labor hour, etc.)

v) Dollar Value

vi) Period of Performance

vii) Customer Point-of-Contact with telephone number and email address

viii) Number or full-time equivalents providing services under the contract

ix) Description or services provided

2) Company Capabilities

a) Describe the capabilities, features and benefits of your fleet maintenance services in alignment with the required services in the Draft MERS Fleet Maintenance SOW document.

b)    Identify any planned subcontractors that would be used (if needed) and the area of expertise they would contribute to the team.

c)    List the labor categories of the proposed labor mix.

d)    Identify the number of full-time equivalents employed by your organization, including subcontractors, with requisite expertise for supporting FEMA.

3) Draft MERS Fleet Maintenance SOW document (does not count in the 5-page limit) Please provide feedback on the Draft MERS Fleet Maintenance 2020 SOW document provided in this notice. The Government is contemplating the award of one or more Indefinite Delivery Indefinite Quantity (IDIQ) contracts as a result of the potential solicitation. Firm Fixed Price and Labor Hour Task Orders would be authorized.

SUBMISSION INFORMATION: All questions and responses are to be provided electronically in PDF or MS Word to Daniel LaRussa at daniel.larussa@fema.dhs.gov All responses must be submitted via email by 12:00pm ET on November 30th, 2023. All questions will be answered by the Government by November 14th, 2023.