Request for Information (RFI)

Responder Emergency Lodging

This is a Sources Sought Notice. The information provided herein is for informational purposes only. THIS NOTICE IS NOT A REQUEST FOR PROPOSAL. This notice is issued for information, market research, and planning purposes only, and does not itself constitute a Request for Proposal (RFP). The Government does not intend to award a contract based only on responses to this Sources Sought Notice.

All information received in response to this notice marked “Proprietary” will be protected and handled accordingly. Interested parties are responsible for adequately marking proprietary or competition sensitive information contained in their response.

Responses to the notice will not be returned. Responders are solely responsible for all expenses associated with responding to this notice. FEMA will not pay for information received in response to this notice. There is no commitment by the Government to issue an RFP, make an award or awards, or to be responsible for any monies expended by industry responses to this notice. The Government does not request any proprietary information be submitted, nor shall it be liable for any consequential damages for proprietary information. Any information submitted for this notice (e.g. capability statement) is subject to disclosure under the Freedom of Information Act, 5 USC 552 (a).

1. Background

The Department of Homeland Security (DHS)/Federal Emergency Management Agency’s (FEMA) mission is helping people before, during, and after disasters. One of FEMA’s responsibilities is to ensure the effectiveness of emergency response personnel in responding to emergencies and disasters. Types of disasters and emergencies that could happen in the continental United States (CONUS), as well as outside the continental United States (OCONUS) include, but are not limited to, hurricanes, floods, earthquakes, cyclones, tornadoes, blizzards, acts of terrorism, tsunamis, and avalanches.

On August 29, 2021 Hurricane Ida impacted the state of Louisiana leaving without power more than 5 billion homes and business in the region.  At this time, emergency responders deployed to support the response and recovery efforts don’t have a place to stay due to the lack of power and the many hotels/motels or other means of lodging destroyed by the hurricane.  To move forward with the response and recovery efforts, FEMA requires lodging facilities to successfully meet its mission. FEMA will provide power generator and fuel for the duration of the contract.

2. Objective

FEMA seeks capability information from any type of lodging facility (with or without power and/or with or without running water) that contains a minimum of 50 rooms (hotel, motel, etc) that can house FEMA employees and FEMA-approved responders.

The purpose of this notice is to obtain information regarding: availability and capability of qualified sources to provide lodging and conference room space for training/recreational purposes, housekeeping, check in/out services, and parking areas to lodge first responder personnel.

Places of Performance: FEMA requires the lodging facilities to be within 30 miles of Baton Rouge, LA or within 30 miles of New Orleans, LA.

3. Questions to Industry

At a minimum, please provide responses to the following. Interested vendors are encouraged to provide recommendations and approaches to meeting the requirements.

  1. Where is the hotel located?
  2. Does hotel have power?
  3. Does hotel have running water?
  4. Does hotel have an open area for FEMA to provide generator, bathrooms, showers if any are needed?
  5. How many rooms are available?  Are all rooms available with power?  If not, provide a timeline to scale up to full capacity?
  6. Are any food services available?
  7. Is any conference space available?

4. Response Format

In order to better assist in the review of submittals to this RFI, respondents are encouraged to prepare a capabilities statement and respond to questions in a format that closely adheres to the following format:

The document format shall be either Microsoft Word (.docx), Microsoft PowerPoint (.pptx), or Adobe Acrobat (.pdf) formats. Responses shall be prepared using 12 pt. font, 1-inch margins, and 8.5” by 11” paper and shall not exceed five (10) pages in length, including images, data displays, charts, graphs, and tables.

Respondents are encouraged to ensure that their submittals are complete and address all items outlined within this notice. Respondents may provide additional promotional literature in addition to their response as long as the literature conforms to the response format.

5. Response Deadline Information

FEMA will only consider submissions in response to this notice that are in the form of Microsoft Word and/or PDF (searchable format) documents attached to emails received no later than 1:00 PM Eastern 9/16/2021. No phone calls will be accepted or returned.  Administratively, the vendor’s statement of capability shall also include the information listed below.

  1. Company Name/Division, mailing address, e-mail address, telephone, FAX numbers, and website address (if available).
  2. Single point-of-contact name, title, telephone, and email address.
  3. DUNS number, CAGE Code, Tax Identification Number (TIN), and company structure (Corporation, LLC, partnership, joint venture, etc.). Please note that companies must be registered in the System for Award Management (SAM) to be considered potential sources (https://www.sam.gov/SAM/).
  4. Applicable NAICS code under which the company customarily does business.
  5. Business size for NAICS Codes               and                    , and socio-economic status, if qualified as one or more of the following:
    1. 8(a) firm (must be certified by SBA)
    2. Small Disadvantaged Business (must be certified by SBA)
    3. Woman-Owned Small Business
    4. HUB Zone firm (must be certified by SBA)
    5. Service-Disabled Veteran-Owned Small Business