Loren Data's SAM Daily™

FBO DAILY ISSUE OF JUNE 07, 2008 FBO #2385
DOCUMENT

89 -- Emergency Food Supplemental Assistance - Emergency Food Supplemental Assistance

Notice Date

6/5/2008
 

Notice Type

Emergency Food Supplemental Assistance
 

NAICS

722310 — Food Service Contractors
 

Contracting Office

Department of Homeland Security, Federal Emergency Management Agency, Transition Recovery Office - MS, 220 Popps Ferry Road, Biloxi, Mississippi, 39531
 

ZIP Code

39531
 

Solicitation Number

HSFEGC-08-R-0023-1
 

Archive Date

7/23/2008
 

Point of Contact

Katherine L. Lindsley,, Phone: 228-897-9579, Debra L. Reaves,, Phone: 228-897-9591
 

E-Mail Address

katherine.lindsley@dhs.gov, debra.reaves@dhs.gov
 

Small Business Set-Aside

N/A
 

Description

COMBINED SYNOPSIS/SOLICITATION FOR COMMERCIAL ITEMS EMERGENCY FOOD SUPPLEMENTAL ASSISTANCE HSFEGC-08-R-0023 This is a combined synopsis/solicitation for commercial items prepared in accordance with the format in FAR Subpart 12.6, in conjunction with FAR 13.5, as applicable, and as supplemented with additional information included in this notice. This announcement constitutes the only solicitation; proposals are being requested and a written solicitation will not be issued. The solicitation number is HSFEGC-08-R-0023 and is issued as a Request for Proposal (RFP); unless otherwise indicated herein. The solicitation document and incorporated provisions and clauses are those in effect through Federal Acquisition Circular FAC 05-17. The NAICS code for this acquisition is 722310 with a size standard of $19 million in assets. FEMA intends to award this contract by issuing task orders against an Indefinite Delivery/Indefinite Quantity contract. This acquisition is a total small business set-aside. All reasonable attempts will be made to acquire services from local contractors in accordance with the Stafford Disaster Relief Act as amended. If this is not feasible, the competition may be first increased to statewide and, if necessary, then nationwide. FEMA reserves the right to issue contracts/task orders to multiple vendors. It is expected that contracts awarded will be for one base year ending on or about 28 February 2009 with four (4) one-year options. The period of performance for service CLINs contained in the contracts will vary based on the type of service provided and will be prescribed in individual task orders issued under each specific contract. The locations where applicants are currently concentrated include the metropolitan areas of: New Orleans, Louisiana; Lake Charles, Louisiana; Biloxi, Mississippi; and Jackson, Mississippi; but services may be needed elsewhere in the continental U.S. Statement of Work Department of Homeland Security (DHS) Federal Emergency Management Agency (FEMA) April 10th, 2008 1.0PROJECT TITLE EMERGENCY FOOD SUPPLEMENTAL ASSISTANCE 2.0BACKGROUND The Center for Disease Control (CDC) has tested the FEMA trailers and found that there is a possibility of dangerous levels of Formaldehyde inside of the FEMA trailers. Due to these tests, FEMA has decided to relocate as expeditiously as possible the remaining citizens who are still occupying FEMA trailers. Part of accomplishing this task is providing for supplemental food assistance for households that do not have access to kitchen facilities while in interim housing, and that can show a need for assistance. 3.0SCOPE The goal of this SOW is to provide the necessary supplemental food assistance needed by eligible applicants placed in interim lodging that lacks kitchen facilities. The intention is to provide renewable food vouchers for the purchase of food. 4.0APPLICABLE DOCUMENTS Robert T. Stafford Disaster Relief and Emergency Assistance Act (Public Law 93-288), as amended FEMA Disaster Assistance Directorate, Disaster Specific Guidance, Emergency Food Supplemental Assistance, dated March 14, 2008 5.0SPECIFIC TASKS 5.1General Tasks - The Contractor shall: 5.1.1Provide the necessary services to satisfy the requirements defined herein. The Government is seeking commercial services that industry normally accords to customers at competitive prices. 5.1.2Be capable of providing services for ordering agencies with multiple organizational levels and geographic locations nationwide. 5.1.3Be capable of handling multiple task orders simultaneously. 5.2Food Services for Households 5.2.1The provision of renewable payment vouchers for food shall be limited to those households that are relocated to hotel/motel rooms or other interim shelters that lack in-room kitchen facilities. 5.2.2Renewable food vouchers shall be limited to the time during which the household is located in a hotel/motel or other interim shelter. The daily value of the voucher shall be per the provided calculator (Food Supplemental Assistance Calculator) based on the age group of each individual household member at the time of the relocation. Any additional food expenses will be the responsibility of the household. 5.2.3The Contractor shall coordinate with USDA-Food and Nutrition Service (FNS) at the local level to ensure there are no duplication of benefits and, when possible and feasible, obtain waivers to allow households currently under food benefit programs to access these resources while located at hotel, motel, or other interim shelters. To facilitate communication, the FEMA COTR shall provide USDA-FNS Points of Contact to the Contractor. 5.2.4Renewable vouchers shall be durable and able to withstand daily use for up to 1 year. Contractor shall provide replacements when requested by applicants. Lost or stolen vouchers shall be cancelled immediately upon notification by applicant or FEMA. Accounts shall also be cancelled immediately upon notification by FEMA that the household is no longer eligible for assistance. The Contractor shall: 5.2.5Be responsible for assuring that the renewable vouchers can be used at restaurants, grocery, and food providers for the purchase of food and non-alcoholic beverages only. 5.2.6Provide with each renewable voucher a brochure detailing the proper use of the renewable voucher. A listing of “do’s and don’ts”, definitions of what constitutes fraud and/or misuse, contact numbers, and other important information shall be included in the brochure. Contractor shall submit to the COTR within 7 days of the award of the contract a sample brochure for approval. 5.2.7Be responsible for updating and resetting funds when approved on a 7-day basis using the amounts determined by the FEMA Food Supplemental Assistance Calculator. Funds shall not accumulate from period to period. If funds remain at the time of the weekly update, only the funds needed to update the renewable resource to the total weekly allowable shall be placed on the renewable voucher. 5.2.8Interview the households referred by FEMA housing staff to better understand their dietary needs and to ensure that the surrounding food providers can meet their nutritional requirements. If satisfactory food providers are not found, Contractor shall submit a plan to the COTR for approval to satisfy the need. 5.2.9Provide a listing by locality, for each eligible household, of all restaurants/dining establishments for which the Contractor can assure the acceptance of the renewable voucher. 5.2.10 Prevent the misuse of the renewable vouchers. Monitor use of the vouchers, and take steps to stop and correct misuse. Misuse of the renewable voucher is defined as use for purchase of any product not commonly considered food (e.g., alcohol, gasoline, paper products, etc.). 5.2.11 Provide the approved amount of assistance in the form of a renewable voucher to the primary applicant (head of household) only, the primary applicant will be determined by FEMA. 5.2.12 Contractor shall provide daily reports showing the previous day’s activities. This report should detail all renewable vouchers and amounts provided, by applicant, and note any problems/issues that occurred and the actions taken to resolve them. Electronic copies of the logs shall be emailed to the COTR and shall be in a format compatible with Microsoft Excel or Word. Logs shall be submitted before 2:00pm CST on the following working day. 5.2.13 Contractor shall NOT provide vouchers for establishments where the Contractor is not assured that the voucher cannot be used to purchase alcohol. 5.2.14 Provide all applicants with a free, 24-hour telephone number for applicant support. The 24-hour support number shall be printed on each renewable voucher. Applicant shall be able to check their balance and report problems, fraud, and lost or stolen cards. Applicant support call service shall be able to assist both English and Spanish speaking applicants and shall have the capacity to assist at least 30 calls per hour. 5.2.15 Provide fraud prevention services. Contractor shall provide an action plan for approval to the COTR for the prevention of fraud and misuse. Contractor shall also notify COTR immediately when misuse or fraud is suspected. Contractor shall document any situation where there is a suspicion of misuse or fraud. 6.0DELIVERABLES AND DELIVERY SCHEDULE 6.1 Daily logs and summaries as described in section 5.2.12. 6.2Weekly report showing all work completed by contractor for the week and period to date. Report shall be comprehensive and shall provide an overview of all Contractor operations. 6.3Twice a week, Contractor shall provide a report with at least the following information: Applicant Head of Household Name, First and Last, Reg. ID#, DR#, Number in Household, Household Members Eligible or Services, Ages of Family Members, Authorized Check-In Date, Authorized Check-Out Date, Hotel/Motel Name, Street Address, City, State, Zip, Phone, Room Number, Actual Check-In Date, Actual Check-Out Date, Dollar Amount of Food Service Assistance (FSA) for 21 day period of Eligibility, Date Approved for FSA, Dollar amount of FSA per day per family, Dollar amount per 7 Day Issued, Date FSA issued, FSA issued approved by, Date FSA issued approved, Dollar amount Remaining, Dollar amount Loaded onto Debit Card, Dollar amount remaining on Debit Card, Cumulative Dollar amount approved, and Cancellation of FSA to Applicant – Date and Reason. This report shall be provided to the COTR both by hard copy and by electronic means. Electronic document shall be in a spreadsheet format compatible with Microsoft Excel or Access. 6.4Provide detailed, auditable listing of all purchases for each applicant. These listings shall be provided upon request of the COTR. Listings for all applicants shall be maintained by Contractor and transmitted to FEMA within 30 days of completion of project. Listings shall be provided both by hard copy and by electronic means. Electronic document shall be in a spreadsheet format compatible with Microsoft Excel or Access. 6.5Applicant brochure as described in section 5.2.6 shall be delivered to the COTR for approval within 7 days of award of contract. 6.6Fraud prevention action plan as described in section 5.2.15. To be delivered to the COTR for approval within 7 days of award of contract. 6.724-hour/7-days-per-week free telephone number as described in section 5.2.14. To be delivered to the COTR for approval within 7 days of award of contract. 6.8Status reports when requested by the contracting officer or his representative. 7.0GOVERNMENT-FURNISHED EQUIPMENT AND INFORMATION 7.1FEMA will provide Food Supplemental Assistance Calculator. 7.2FEMA will provide Applicant information. 8.0PLACE OF PERFORMANCE 8.1Work will be performed throughout the states of Mississippi and Louisiana at: Contractor sites Hotels and Rental Resources 9.0PERIOD OF PERFORMANCE 9.1The Contractor shall provide services from the date of Contract award through February 28th, 2009, with the option to continue services for up to an additional (4) one-year periods. 10.0 SECURITY 10.1Contractor shall comply with the Privacy Act and all related Federal, State, and Local regulations when compiling data on FEMA applicants. All databases and information gathered from applicants, provided by FEMA, or created by the Contractor shall also comply with the Privacy Act and all related Federal, State and Local regulations. 10.2The work performed under this contract shall be designated as UNCLASSIFIED. All contractor personnel involved in this project or with access to applicant identifying information will need to qualify for a FEMA Contractor badge and pass a background check for Public Trust. Safeguards and procedures must be in place to protect applicant identifying information. 11.0 PAYMENT Contractor shall provide unit prices for the following: DescriptionUnitQuantity Daily Food Voucher Management Fee per FEMA applicant household (entire Gulf Coast region)Each150,000 Quantities shown in the above table are not guaranteed. The Contracting Officer reserves the right to restrict the quantity based on need as determined by the Contracting Officer. If at the end of the contract, the combined billable dollar amount for all Contract Line Items is less than $25,000.00, the Contractor shall be allowed to bill for the difference. When submitting an invoice, each line item will be broken down into 2 subcategories, one for each state (MS, LA). The state of origin for the Applicant will determine the subcategory. The values placed on renewable food vouchers shall be cost reimbursable. Direct cost invoices for vouchers shall be required as back-up documentation for invoices for reimbursement for food vouchers. All unused balances shall be credited back to FEMA when accounts are cancelled or closed. EVALUATION FACTORS FOR AWARD 1.0Basis for Award: Award will be made to the responsible offeror whose proposal represents the best value to the Government as determined by the evaluations described in this section. The Government reserves the right to award a contract to other than the low price offeror or offeror with the highest merit rating after consideration of all factors. 2.0Evaluation Guidance: 2.1Selection of the successful offeror will be made based on the evaluation criteria stated below. However, any proposal that is unrealistic, in terms of technical approach, schedule commitments, and or costs (high or low), will be deemed to have an inherent lack of technical competence, or to have failed to comprehend the complexity and risk of the Government’s requirement stated in the solicitation. 2.2Evaluation Factors: Selecting an offeror for award will be based on an evaluation of proposals against three primary Factors: (1) Past Performance, (2) Technical, and (3) Cost/Price. Sub-Factors within these areas are detailed below. A proposal that receives an “unacceptable” rating in any of the technical Sub-Factors will not be awarded a contract. 2.3Evaluation Approach: A team of Government personnel will evaluate all proposals. The content of written proposals, as well as information derived from discussions/negotiations, if discussions are held, will be evaluated to determine the degree and extent to which the requirements and objectives set forth in the solicitation are satisfied. The government reserves the right to award without discussions. No assumption will be made by Government evaluators regarding areas not defined in the offeror’s written material/information provided to the Government for evaluation. The Factors will be evaluated using the following criteria: Factors and Sub-factorsCriteria Description Factor 1Past Performance Factor 2 Sub-Factor 1 Sub-Factor 2 Technical Technical Scenario Management Approach Factor 3Cost/Price 2.4Relative Order of Importance: Past Performance is more important than Technical and Cost/Price. Technical and Cost/Price are of equal importance. Within Technical, Sub-Factor 1 is more important than Sub-Factor 2. 3.0Evaluation Criteria: 3.1Past Performance: Past Performance will be evaluated by the Source Selection Evaluation Board (SSEB) and be given an adjectival rating of Low Risk, Moderately Low Risk, Moderate Risk, High Risk, or Unknown Risk. 3.1.1The Past Performance volume will be evaluated to assess the relative risk associated with the offeror’s likelihood of success in performing the solicitation’s requirements as indicated by the offeror’s record of past performance. 3.1.2The Government will conduct a performance risk assessment based upon the quality of the offeror’s past performance and its proposed subcontractors, as it relates to the probability of successful accomplishment of the required effort. When assessing performance risk, the Government will focus its inquiry on the past performance of the offeror and its proposed major subcontractors as it relates to all solicitation requirements. 3.1.3In the case of an offeror without a record of relevant past performance or for whom information on past performance is not available, the offeror may not be evaluated favorably or unfavorably on past performance. Offerors with good past performance will be a lower risk than offerors with no past performance. But, offerors with poor past performance will have a higher performance risk than offerors with no past performance. 3.1.4A significant achievement, problem, or lack of relevant data in any element of the work can become an important consideration in the source selection process. A negative finding under any element may result in an overall higher performance risk rating. Therefore, offerors are reminded to include all relevant past efforts, including demonstrated corrective actions, as appropriate, in their proposal. 3.1.5Offerors are cautioned that in conducting the performance risk assessment, the government may use data provided by the offeror in its proposal and data obtained from other sources. Since the government may not interview all sources provided by the offeror, it is incumbent upon the offeror to explain the relevance of the data provided. Offerors are reminded that while the Government may elect to consider data obtained from other sources, the Government does not assume the duty to search for data to cure problems it finds in proposals. The burden of providing thorough and complete past performance information rests with the offerors. 3.2Technical: The technical approach will be evaluated by the appropriate evaluation committee(s) of the SSEB and be given an adjectival rating of Excellent, Acceptable, Marginal, or Unacceptable. 3.2.1Technical Scenario: The offeror’s response to the Technical Scenario will be evaluated for the following: a.Understanding of Requirements: The proposal will be evaluated based upon the extent to which the proposed solution demonstrates a clear understanding of the logistics support required to include solving problems, and the extent to which uncertainties are identified and resolutions proposed. Proposals that are found to be unrealistic in terms of the performance and schedule will be considered as indicative of a lack of understanding of the complexities inherent in the requirement. b.Feasibility of Approach: The proposal will be evaluated based upon the extent to which successful performance is contingent upon proven methods and techniques, and the extent to which the offeror’s methods and approach to the Technical Scenario are expected to result in successful completion of the proposed tasks and technical requirements within the required schedule. c.Completeness: The proposal will be evaluated based upon the extent to which requirements have been considered, defined, and satisfied, rating each proposal strictly in accordance with its content as presented in the offeror’s proposal for the Technical Scenario. Evaluators will not assume that the offeror’s performance will include areas of investigation, or any effort not specified in its proposal. 3.2.2Management Approach: The offeror’s response to the Management Approach will be evaluated for the following: a.Understanding of Requirements: The proposal will be evaluated based upon the extent to which the proposal demonstrates a clear understanding of all management features involved in meeting the requirements. b.Feasibility of Approach: The proposal will be evaluated based upon the extent to which the proposed management approach is capable of satisfying requirements and is realistically achievable. c.Completeness: The proposal will be evaluated based upon the extent to which management requirements have been considered, defined, and satisfied, based upon the offeror’s written proposal. 3.3Cost/Price 3.3.1Contract Price will be evaluated using the offeror's overall contract proposal, the Government's Independent Estimate, and various Price Analysis techniques. The Price Evaluation will consider Cost Realism Analysis. In addition, the proposal will be evaluated to assess the likelihood that the technical approach proposed can be accomplished at the cost proposed. The results of the Cost Realism Analysis will be applied to the evaluation of the technical area to aid in assessing the offeror's understanding of the magnitude and complexity of the contract requirements. 3.3.2Cost may play an additional role since considerations of cost in terms of best value and affordability may be controlling in circumstances where two or more proposals are otherwise adjudged equal or when a technically superior proposal is at a cost that the Government cannot afford. 4.0Evaluation Methodology: 4.1The following adjectival ratings will be used to evaluate the offeror’s Past Performance. RiskDescription Low RiskThe Offeror’s past performance record provides little doubt that the Offeror will successfully provide performance that meets or exceeds our requirement. Little Government intervention is expected to be required in obtaining the required performance. Moderately Low RiskThe Offeror’s past performance record indicates the Offeror can successfully provide performance that meets our requirement. Some Government intervention is expected to be required in obtaining the required performance. Moderate RiskThe Offeror’s past performance record provides substantial doubt that the Offeror will successfully provide performance that meets our requirement. Substantial Government intervention is expected to be required in obtaining the required performance. High RiskThe Offeror’s past performance record provides extreme doubt that the Offeror will successfully provide performance that meets our requirement. Regardless of the degree of Government intervention, obtaining the required performance is doubtful. Unknown RiskThe Offeror has no relevant performance record. A review was unable to identify any relevant past performance information (see FAR 15.305). This is a neutral rating. It does not hinder nor help the Offeror. 4.2The following adjectival ratings will be used to rate the Technical Factors and Sub-Factors. RatingDescription ExcellentEvaluated with virtually no doubt that the Offeror will successfully perform the required effort. There are no significant weaknesses. The levels of insight demonstrated in the Offeror’s proposal are such that little or no Government intervention is expected to be required in achieving the proposed level of performance. AcceptableEvaluated with certainty that the Offeror can successfully perform the required effort. There are no significant weaknesses. The levels of insight demonstrated in the Offeror’s proposal are such that some, but acceptable levels of, Government intervention may be required to meet the contract requirement. MarginalSubstantial doubt exists that the Offeror will successfully perform the required effort. There are weaknesses that may be correctable. The levels of insight demonstrated in the Offeror’s proposal are such that substantial Government intervention is expected to be required to meet the contract requirements. Changes to the Offeror’s existing approach may be necessary in order to achieve performance requirements. UnacceptableExtreme doubt exists that the Offeror will successfully perform the required effort. There are unacceptable weaknesses. The levels of insight demonstrated in the Offeror’s proposal are such that regardless of the degree of Government intervention, successful performance is doubtful. The following clauses are applicable for this acquisition: FAR 52.212.1, Instructions to Offerors-Commercial Items; FAR 52-212-3, Offeror Representations and Certifications-Commercial Items; FAR 52.212-4, Contract Terms and Conditions-Commercial Items; FAR 52.216-22 Indefinite Quantity; FAR 52.216-27, Single or Multiple Awards; FAR 52.226-3, Disaster or Emergency Area Representation; FAR 52.217-8, Option to Extend Services; FAR 52.217-9, Option to Extend the Term of the Contract; FAR 52-212-5, Contract Terms and Conditions Required to Implement Statutes or Executive Orders-Commercial Items, apply to this acquisition. The following FAR clauses identified in FAR Clause 52-212-5 are applicable: FAR 52.233-3, Protest After Award (Aug 1996) (31 U.S.C. 3553); FAR 52.233-4, Applicable Law for Breach of Contract Claim (Oct 2004) (Pub. L. 108-77, 108-78); FAR 52.203-6, Restrictions on Subcontractor Sales to the Government (Sept 2006); FAR 52.219-6, Notice of Total Small Business Set-Aside; FAR 52.219-8, Utilization of Small Business Concerns; FAR 52.222-3, Convict Labor (June 2003) (E.O. 11755); FAR 52.222-19,; FAR 52.222-21, Prohibition of Segregated Facilities (Feb 1999); FAR 52.222-26, Equal Opportunity (Mar 2007) (E.O. 11246); FAR 52.222-35, Equal Opportunity for Special Disabled Veterans, Veterans of the Vietnam Era, and Other Eligible Veterans (Sept 2006) (38 U.S.C. 4212); FAR 52.222-36, Affirmative Action for Workers with Disabilities (Jun 1998) (29 U.S.C. 793); Employment Reports on Special Disabled Veterans, Veterans of the Vietnam Era, and Other Eligible Veterans (Sept 2006) (38 U.S.C. 4212); FAR 52.222-50, Combating Trafficking in Persons (Aug 2007); FAR 52-225-1, Buy American Act---Supplies; FAR 52.225-13, Restrictions on Certain Foreign Purchases (Feb 2006); FAR 52.224-1 Privacy Act Notification (APR 1984); and FAR 52.224-2 Privacy Act (APR 1984). A completed copy of the provision at FAR 52.212-3, Offeror Representations and Certifications-Commercial Items shall be included with the offeror's quote. The full text of a FAR clause may be accessed at http://www.acqnet.gov/far. This procurement is being conducted under simplified acquisition procedures in FAR Part 13. Parties responding to this solicitation may submit their quote in accordance with their standard commercial practices (e.g. on company letterhead; formal quote form, etc; but must include the following information: (1) Pricing; (2) Company Tax Information and DUNS Number. CCR Requirement: Contractors must be registered on Central Contractor Registration (CCR) before an award can be made to them. If a contractor is not registered in CCR, they may do so by going to the CCR web site at http://www.ccr.gov. Questions must be submitted electronically and directed to Katherine Lindsley, Contract Specialist, at Katherine.Lindsley@dhs.gov and Debra L. Reaves, Contracting Officer, at Debra.Reaves@dhs.gov or may be faxed to Katherine Lindsley at 228-897-9655; email is preferred. All questions should be received NLT 4:30 pm on July 1, 2008 in order to provide a response. All responses will be posted to FEDBIZOPPS. Quotes are due by 3:00 pm (central) on July 8, 2008 and may be submitted by email to Katherine.Lindsley@dhs.gov, FAX 228-897-9655, or mailed to Katherine Lindsley, Contract Specialist, 220 Popps Ferry Road, Biloxi MS 39531-3913.
 

Web Link

FedBizOpps Complete View
(https://www.fbo.gov/?s=opportunity&mode=form&id=b6c67f7b108205a6dfc9e9a220378f81&tab=core&_cview=1)
 

Document(s)

Emergency Food Supplemental Assistance
 

File Name: RFP first section (HSFEGC-08-R-0023 (1).PDF)

Link: https://www.fbo.gov//utils/view?id=e96f5abad8b4d7ef27e89455c9f74536

Bytes: 417.03 Kb
 

File Name: RFP second section (HSFEGC-08-R-0023 (2).PDF)

Link: https://www.fbo.gov//utils/view?id=d75f2850375a638963f81a59bc04ffb5

Bytes: 1,300.17 Kb
 

File Name: RFP third section (HSFEGC-08-R-0023 (3).PDF)

Link: https://www.fbo.gov//utils/view?id=9e45c8d55c8121388fd296d8a87e139f

Bytes: 536.28 Kb
 

Note: If links are broken, refer to Point of Contact above or contact the FBO Help Desk at 877-472-3779.
 

Place of Performance

Address: various locations throughout the states of Mississippi and Louisiana, United States
 

Record

SN01587817-W 20080607/080605220737-b6c67f7b108205a6dfc9e9a220378f81 (fbodaily.com)
 

Source

FedBizOpps Link to This Notice
(may not be valid after Archive Date)

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