Maintenance & deactivation of mobile home trailers in tennessee

Amendment 2



The purpose of Amendment 2 is to provide answers to the following questions contractors submitted prior to June 9, 2008 and provide the presentation and attendance list from the June 4, 2008 site visit in Gallatin, Tennessee.



1. Question: Is there a NAICS code size standard for this Solicitation? We did not see one in the below synopsis but did see one listed in the Form 1449 as $13M. We had a good revenue year last year that probably will put us over the $13M threshold but we are still way under our Small Business Size $$ standard. Pls. let me know as we would be perfect for this solicitation. Answer: The NAICS code size standard is what you referenced on the 1449 which is $13 million.



2. Question: Where is the staging area going to be for the mobile homes? Answer: I believe what you are referring to as the staging area is the location of the mobile homes. There is a total of thirty-seven (37) mobile homes located within Macon, Trousdale and Sumner counties, all located in the state of Tennessee.



Pre-Bid Meeting

DR 1645 Gallatin, Tennessee

June 4, 2008



Attendees

NAME COMPANY EMAIL

1 Ricky Corum FEMA IA-TAC II ricky.corum@dhs.gov



2 Barbara Gibson FEMA DHOPS barbara.gibson@dhs.gov



3 Kim Poe FEMA DHOPS Kim.poe@dhs.gov



4 Amber Clark SRS, Inc. aclark@srsincorp.com



5 John Scott SRS, Inc. jscott@srsincorp.com



6 Bobby Ward SRS, Inc. wardhoms@netc.com



Ricky Corum introduced himself then asked everyone in attendance to introduce themselves. Ricky started the meeting by giving a background description of the Program Management Office Individual Assistance Technical Assistance Contract, Acquisition Management and Direct Housing Operations (DHOPS) primary functions. The intent was to help the new Maintenance and Deactivation contractors understand the relationship of the three different branches of FEMA.



A power point presentation was passed out and Ricky explained some of the requirements of the Maintenance and Deactivation contract for temporary housing units. He discussed the Performance Work Statement outlining FEMA Responsibilities, Contractor Responsibilities, Maintenance of the units, Deactivations of the units, Quality Assurance Surveillance Plan, Invoicing, Security Badges, COTR responsibilities, task order procedures, Price CLINS and un-priced CLINS. The contactor was also provided contact information for the Contracting Specialist, and MDC Senior COTR.



The Phase-In period was described and it was explained that there would be a three party inspection of the units with the IA-TAC II contractor, MDC Contractor and a FEMA representative as part of the transition process. The Weekly Monthly Maintenance Reports were discussed.



The call center requirements were discussed and it was explained that the contractor is required to have an 800 call center number within 48 hours of the award.



Preventive/Routine Maintenance was explained. The contractor was told to figure on replacing batteries in smoke/gas detectors for safety reasons.



FEMA policy is when no one is home is for the contractor to make three attempts to call the occupant at different times on three different days to set up an appointment 48 hrs prior to going to the unit. If you can not reach the occupant after the third attempt notify DHOPS and they will look for alternate phone numbers for the occupant and do a drive by inspection to check the status of the unit and notify you of there findings as soon as possible.





It was explained if the applicant has put holes in the wall you should bring this to the attention of Disaster Housing with an estimated price to repair and they will send the applicant a letter asking them to pay for the repairs. However if it is a Safety, Sanitary or Security item this will be handle differently if someone has broken out a window on busted the front door this will need to be taken care of right away and all the information provide to DHOPS so they can follow up with the occupant about the damages.



At the current time we are deactivating the Mobile Home units to Selma, Alabama. FEMA expects this to continue.