FEMA Saipan - Warehouse

Form / Attachment / Pricing Sheet

This document is the ACH Vendor/Miscellaneous Payment Enrollment Form (SF 3881). It is used to collect information for Automated Clearing House (ACH) payments, which include an addendum record with payment-related information processed through the Vendor Express Program. Recipients of these payments must provide this information to their financial institution.

• Agency Information: Details about the Federal program agency originating the payment.

• Payee/Company Information: Name, address, taxpayer ID, and contact information for the entity receiving the payment.

• Financial Institution Information: Name and address of the payee's financial institution, routing transit number, account title, account number, and type of account (checking, savings, lockbox).

• The form requires information from the Federal agency, the payee/company, and the financial institution.

• Three copies of the completed form are to be made: Agency Copy, Payee/Company Copy, and Financial Institution Copy.

This form is essential for any vendor expecting to receive payments via ACH through the Vendor Express Program. Bidders must complete this form accurately to ensure timely and correct payment processing. It outlines the necessary banking and identification details required for electronic fund transfers.

Form / Attachment / Pricing Sheet

This document is a U.S. Government Lease for Real Property (Short Form), GSA Form 3626. It outlines the terms and conditions for leasing a specific property to the government. Offerors (potential lessors) complete Part I, and the Government completes Part II upon award.

• Premises Offered: Warehouse B2, Commercial Port of Saipan, Saipan, MP 96950. Includes 8,000 sq. ft. rentable and ABOA space.
• Term: 1 Year, 3 Months Firm, with government termination rights after the firm term (30 days' notice).
• Rental: Payable in arrears, due on the first workday of each month. Rent is not adjusted for real estate taxes or operating costs. Specific rental rates (building shell, operating, tenant improvement) are to be filled in.
• Owner Identification: Lists Saipan Stevedore Company, INC. as the recorded owner and provides contact information for the offeror, Lee Cabrera.

This form is crucial for potential lessors. It details the specific space being offered, the lease term, termination clauses, and the structure for rental payments. Bidders must complete the relevant sections of Part I to submit an offer, including details on rental rates and owner information. It also references other required documents such as the Request for Lease Proposals (RLP) and Supplemental Lease Requirements.

Form / Attachment / Pricing Sheet

This document, GSA Form 3517B, outlines the General Clauses applicable to the acquisition of leasehold interests in real property. It details various contractual terms and conditions that govern the relationship between the Government and the Lessor.

This form is structured into several categories, each containing specific clauses:

• General: Definitions, subletting, successors bound, subordination, statement of lease, substitution of tenant agency, no waiver, integrated agreement, mutuality of obligation.
• Performance: Lessor default, inspection rights, delivery and condition, progressive occupancy, maintenance, fire and casualty damage, compliance with law, alterations, acceptance of space.
• Payment: System for Award Management maintenance, prompt payment, assignment of claims, payment procedures, electronic funds transfer.
• Standards of Conduct: Contractor code of business ethics, covenant against contingent fees, anti-kickback procedures, drug-free workplace, hotline poster display.
• Adjustments: Price adjustments for illegal activity, defective cost or pricing data, proposals for adjustment, changes.
• Audits: Examination of records, audit and records negotiation.
• Disputes: Standard disputes clause.
• Labor Standards: Equal opportunity, prohibition of segregated facilities, post-award small business representation, equal opportunity for veterans and workers with disabilities, employment reports.
• Small Business: Protecting government interests, subcontractor cost or pricing data, HUBZone preference, utilization of small business concerns, subcontracting plans, liquidated damages, executive compensation reporting.
• Cybersecurity: Security requirements, personal identity verification, basic safeguarding of contractor information systems, prohibitions on specific hardware, software, and services.
• Other: Incorporation by reference of representations and certifications, clauses incorporated by reference.

Bidders must carefully review these general clauses as they form the contractual basis for any lease agreement. They define the rights, responsibilities, and obligations of both the Lessor and the Government, covering critical aspects such as performance expectations, payment terms, default remedies, compliance requirements, and dispute resolution. Understanding these clauses is essential for preparing a compliant and competitive offer.

Other / Unclassified

This document outlines the "Instructions for Creating Supplemental Lease Requirements for FEMA Disaster Leases." It serves as a template and guide for Lease Contracting Officers (LCOs) when developing lease agreements for FEMA disaster relief operations. It details mandatory and optional clauses, construction standards, tenant improvement requirements, utilities, services, and additional terms and conditions specific to FEMA leases. The document also provides instructions on how to reveal and edit hidden text within the template, and how to modify or delete paragraphs in the field.

While this document is primarily an internal guide for government contracting officers, it contains critical information for potential bidders regarding the specific requirements and standards FEMA expects for leased office spaces. Key areas relevant to bidders include:

• Construction Standards: Details requirements for building shell components, means of egress, fire sprinkler and alarm systems, elevators, accessibility, restrooms, and HVAC.
• Utilities and Services: Outlines lessor obligations for heating, air conditioning, janitorial services, and other building services.
• Health and Safety: Includes clauses on asbestos, hazardous materials, mold, water intrusion, and indoor air quality.
• Lease Administration: Provides instructions on invoicing, contact information, and identity verification for personnel accessing government space.
• Specific Requirements: Mentions requirements for radon testing and potential building improvements.

Understanding these detailed requirements will help bidders assess their capability to meet FEMA's needs for disaster-related office leases and prepare more accurate proposals.

Form / Attachment / Pricing Sheet

This document is FAR 52.204-24, Representation Regarding Certain Telecommunications and Video Surveillance Services or Equipment. It requires offerors to represent whether they will provide or use covered telecommunications equipment or services in the performance of a contract. This representation is crucial for compliance with Section 889 of the National Defense Authorization Act.

• Representation (d)(1): Offerors must state whether they "will" or "will not" provide covered telecommunications equipment or services. If "will," additional disclosures regarding the equipment/services are required.
• Representation (d)(2): Offerors must state whether they "does" or "does not" use covered telecommunications equipment or services. If "does," additional disclosures are required.
• Disclosures (e): Detailed information is required if an offeror responds affirmatively to either representation, including specifics about the equipment/services, manufacturer, and proposed use.
• SAM.gov Integration: Offerors are advised to complete the related representation (FAR 52.204-26) in SAM.gov. The Contracting Officer may rely on the SAM.gov representation if it aligns with the requirements of this form.

Bidders must carefully review this provision and complete the required representations and disclosures accurately. Failure to comply may impact the ability to be considered for award. If an offeror responds affirmatively to either representation, they must provide detailed information for review by the Contracting Officer and Supply Chain Risk Management (SCRM) review board to ensure compliance with FAR prohibitions.

Solicitation / RFP / RFQ

This document is an Oral Request for Lease Proposals (RLP) for FEMA Disaster Leases, intended for use in emergency acquisitions. It serves as a guide for Lease Contracting Officers (LCOs) to ensure all offerors receive required information, which is conveyed orally during discussions. Specific details like square footage and lease term are provided verbally.

• Space: Modern, quality building with sound construction and acceptable facade. If not new, must be modernized. Specifics on City, State, Space Type(s), Minimum/Maximum Sq. Ft. (ABOA), Reserved Parking, Initial Full Term, Termination Rights, Initial Firm Term, Option Term, and Additional Requirements will be provided orally.

• Flood Plains: Leases will not be awarded for property in a 1-percent-annual-chance floodplain unless no practicable alternative exists. Property adjacent to such floodplains may also be excluded if it restricts ingress/egress.

• Telecommunications: Offerors must complete FAR 52.204-24 regarding certain telecommunications and video surveillance services or equipment.

• Basis of Award: Lowest Price Technically Acceptable (LPTA) approach. Award will be made to the responsible offeror whose proposal conforms to RLP requirements and is the lowest priced technically acceptable offer, based on the lowest price per square foot (ANSI/BOMA Z65.1-2017 definition for Occupant Area).

• Energy Independence and Security Act (EISA): Offerors must discuss cost-effective energy efficiency upgrades over the firm term. If the building lacks an ENERGY STAR® Label, an agreement to renovate for cost-effective improvements is required, or a rationale for no proposed improvements must be provided.

• National Historic Preservation Act: If the lease action could affect historic properties, the offeror must allow government access for studies and may be required to retain a preservation architect at their own cost.

• Submission: Proposals can be transmitted via email (as a PDF attachment) or by U.S. Mail/express delivery. Specific deadlines and addresses/email addresses will be provided orally.

• Evaluation: Based on Lowest Price Technically Acceptable (LPTA).

• Confidentiality: Offers are confidential until lease award. No public opening of offers.

• HUBZone: HUBZone small business concerns may elect to waive the price evaluation preference.

• System for Award Management (SAM): FAR 52.204-7 is incorporated by reference. Offerors must be registered in SAM.

• This document is a template and specific details are conveyed orally.

• Offerors must complete FAR 52.204-24.

• Hidden text instructions are included for document users.

Form / Attachment / Pricing Sheet

This document, FEMA Form 3518, requires Offerors to provide Representations and Certifications related to the acquisition of leasehold interests in real property. It must be completed, signed, and attached to the offer.

• Small Business Program Representations (52.219-1): Defines various small business categories (EDWOSB, Service-disabled veteran-owned, Small disadvantaged, Veteran-owned, Women-owned, WOSB eligible, HUBZone) and requires the Offeror to represent its status. It specifies the NAICS code (531120) and size standard ($41.5 Million) for this acquisition. Offerors must indicate if they are a small business and, if so, their status within specific categories (SDB, WOSB, EDWOSB, VOSB, Service-disabled VOSB, HUBZone). Joint venture representations are also included.
• Women Owned Business (Other than Small Business) (52.204-5): Requires representation if the Offeror is a women-owned business and not a small business.
• Previous Contracts and Compliance Reports (52.222-22): Requires representation on participation in previous contracts subject to Equal Opportunity clauses and filing of compliance reports.
• Affirmative Action Compliance (52.222-25): Requires representation on the development and maintenance of affirmative action programs.
• Certificate of Independent Price Determination (5.52.203-02): Certifies that prices were arrived at independently and will not be disclosed to competitors.
• Certification and Disclosure Regarding Payments to Influence Certain Federal Transactions (6.52.203-11): Certifies that no Federal appropriated funds have been paid to influence Federal transactions.
• Certification Regarding Responsibility Matters (7.52.209-5): Requires representations regarding debarment, suspension, convictions, indictments, delinquent taxes, and contract terminations for default.
• Compliance with Veterans’ Employment Reporting Requirements (8.52.222-38): Requires representation of compliance with VETS-4212 reporting if applicable.
• Prohibition on Conducting Restricted Business Operations in Sudan—Certification (9.52.225-20): Certifies that the Offeror does not conduct restricted business operations in Sudan.
• Prohibition on Contracting with Entities Engaging in Certain Activities or Transactions Relating to Iran—Representation and Certifications (10.52.225-25): Requires representations and certifications regarding sensitive technology exports to Iran and certain transactions related to Iran.
• Taxpayer Identification (11.52.204-3): Requires the Offeror's Taxpayer Identification Number (TIN) and type of organization.
• Unique Entity Identifier (12.52.204-6): Requires the Offeror's Unique Entity Identifier (UEI).
• System for Award Management – FEMA (13.): Requires Offerors to be registered in SAM prior to Lease award, with registration to be updated annually.

This form is critical for all bidders. It requires specific representations and certifications regarding business size, compliance with various regulations (e.g., small business programs, affirmative action, anti-lobbying, Iran/Sudan sanctions), and identification information. Failure to complete and submit this form accurately may impact an Offeror's responsibility determination and eligibility for award.