1305M325R0054_SOL_Q_A_0002.docx

1305M325R0054 Q&A

1. A discrepancy on the past performance questionnaire due date for the SEFSC : 1305M325R0054. The RFP states the due date of the past performance is 1/7/26 and the Questionnaire document 1/10/26. I just wanted you to be aware and curious which one is correct?

Amendment 0001 was issued on December 3, 2025, the Past Performance Questionnaire is due on January 7, 2026.

2. Request a 3-week extension to the solicitation deadline of January 7 for 1305M325R0054 - Southeast Fisheries Observer Program.

Proposals remain due on January 7, 2026, an extension is not granted at this time

3. Is the offeror responsible for initial training costs? Should initial training costs be included in sea day unit price?

The offeror is responsible for the initial training costs and these should be included in the sea day price.

4. If a vessel cancels at the dock or after traveling to the vessel has commenced, what line item should those costs be allocated to?

All travel expenses for successful or cancelled trips should be allocated to Contract Line-Item Number (CLIN) 0002 Travel expenses.

5. Should travel costs associated with sea days be built into the sea day unit price?

Travel expenses such as, hotel, per diem, mileage reimbursement, air travel should be allocated to CLIN 0002. Observer reimbursement should be built into the sea day unit price.

6. Should costs not directly related to observer pay, such as project management and project coordination, be included in the sea day unit price?

Yes, costs should be included into the sea day price.

7. Which contract line-item number should observer meal reimbursement ($40.00 per day) be under?

Observer meal reimbursements shall be included in CLIN 0001, Sea Day Observer Support Services.

8. How often will observers be required to enter data into the SEFOP database and where should these costs be budgeted? Please provide a copy of the Observer Data Entry Guidance.

It is anticipated that Observers will enter data into the observer database approximately 3-times per contract year. These costs would be part of Debrief Day, Annotation Day, and or Post Trip Report Day.

9. Under which line item should the offeror debriefing costs be included?

CLIN 0001 Debrief Day, IAW the PWS. FFP Line Item.

10. Does NOAA expect offerors to blend wage rate across Fishery Observer I/II/III classifications in pricing schedule item 001?

Fishery Observer I, II and III are provided merely to demonstrate the floor for observer compensation. This contract allows the observer provider to compensate observers in whatever means they feel will best meet contract requirements.

11. What is the average retention in calendar days after the initial training for observers in the SEFOP program?

Within the last 5 training sessions, 1 failed to complete training, 44 completed training and then left after an average of 261 days and 15 remain with the program.

12. We noticed the sea days have decreased from the last solicitation and continue to decrease across the upcoming 5-year period, can NOAA provide insight as to why?

An estimation of flat funding coupled with increasing costs for travel, gear / supplies, data management.

13. Can you please provide any specific leave of absence or part time/full time rules and regulations the program has in place?

This contract allows the observer provider to grant observer leave and manage workload by whatever means they feel will best meet contract requirements.

14. Will the contractor be given access to any vessel tracking software to assist with vessel tracking?

Contractors will not have access to the Vessel Monitoring System (VMS). SEFOP staff will be able to provide vessel information for safety.

15. Besides the language provided in the “vessel selection packet” does NOAA provide any additional tools to assist the contractor with ensuring observer standards are met on vessels? (i.e. sleeping accommodations equal to crew) NOAA does not provide additional tools to assist beyond the vessel selection packet.

16. Can you please describe what constitutes “log maintenance” per Factor 1B (4) of the Solicitation document?

Factor 1b(4) considered “log maintenance” as how the offeror proposes to ensure observers meet and track required equipment maintenance.

17. Does NOAA provide medical documentation templates for the offeror to use?

No templates will be provided. Any output from a medical exam that addresses the criteria in section 1.3.2.4. will be accepted.

18. How many days are needed for aerial surveys, out of what ports, and at what time of year?

Aerial survey days are highly variable and dependent on when and where oil platforms are being removed within the Gulf of America.

19. Can NOAA provide more specific requirements for aerial survey seating configurations?

Additional requirements information is provided in the PWS under section 1.3.2.8. Aerial survey days are highly variable and dependent on when and where oil platforms are being removed within the Gulf of America.

20. Is there a Species Verification Program?

Yes, species verification is part of the data QC process completed during debriefing.

21. What is the average time observers stay in the non-deployable status for debriefing? Is that the same during the first three vessel assignments probationary period?

During the first three vessel assignments observers will be required to debrief after each trip. These briefings will be prioritized as observers will be undeployable during this time. Following the successful completion of the initial three trips additional flexibility will be provided for multiple trips to occur before debriefing.

22. Is it acceptable for the offeror to maintain an internal port and vessel guide to provide real-time information for observers to review before assignments?

Yes, as long as no confidential data as defined under the Magnuson-Stevens Fishery Conservation and Management Act (MSA) is kept in this guide and vessel information does not bias the collection of data or negatively impact the success of the trip.

23. Does NOAA have an expected or preferred mix of Fishery Observer I, II, and III classifications for planning purposes, or is staffing mix left to contractor discretion?

Fishery Observer I, II and III are provided merely to demonstrate the floor for observer compensation. This contract allows the observer provider to compensate observers in whatever means they feel will best meet contract requirements.

24. Can the Observer classification of I,II or III be added to the trip list in Attachment 14 - 2024 - 2025 SEFOP Vessel Selections Fishery Observer I, II and III are provided merely to demonstrate the floor for observer compensation. This contract allows the observer provider to compensate observers in whatever means they feel will best meet contract requirements.

25. Can NOAA further describe the expected split of sea day vs land-based duties for the Fishery Observer III’s?

Fishery Observer I, II and III are provided merely to demonstrate the floor for observer compensation. All land based duties are limited to the work described in the price schedule.

26. The PWS states the Fishery Observer III is the “primary debriefer of lower grade fishery observers”. Can NOAA detail what the offeror is responsible for in regard to debriefing vs what is NOAA’s responsibility?

Fishery Observer I, II and III are provided merely to demonstrate the floor for observer compensation. Debriefing will be exclusively conducted by NOAA’s SEFOP debriefers.

27. How was the 12-hour Sea Day referenced in the PWS calculated or obtained?

The average historical data from shrimp, reef, pelagic and shark fishery research was utilized to estimate 12-hour sea days.

28. Does NOAA anticipate seasonal or event-driven surge requirements that could materially increase observer deployment beyond the stated unit quantities?

There is no substantial increase in sea days anticipated.

29. Can you provide the projected training schedule that includes all training classes offered?

Attachment 6 EXAMPLE SEFOP Base Training Schedule, is included as an attachment to Amendment 0002.

30. Does NOAA allow the offeror to conduct internal/supplemental training that’s additional to the official training provided?

Yes, at the contractor’s expense.

31. The final sentence of Section 1.3.1 in the PWS states: “The contractor shall provide complete logistical and operational support to observers throughout their employment. Such support shall include but is not limited to: (1) employee orientation, (2) training, (3) travel to land-based assignments and vessel deployments, (4) safety and mission related equipment and equipment maintenance, and (5) communications”. Can you clarify what training (2) the contractor is required to provide?

All safety, sampling, and SEFOP protocols will be included in the new observer training. Any training for contractor specific requirements will be conducted by the contractor. This should include, payroll process, vacation request, etc.

32. Does NOAA track the status of candidates that need to go through re-certification training and notify the offeror, or is that the responsibility of the offeror?

Yes, NOAA will track and communicate training needs to the observer provider.

33. Are there minimum sea day accomplishments or other metrics for an observer to attend specialized fishery training?

Three successful trips post training and currently being in good standing (meeting all safety, gear, data submission requirements).

34. In reference to the quality control plan, will NOAA allow the contractor to run observer data through our own internal QA/QC process prior to submission?

Our debrief process would not accommodate an additional QA/QC for observer sampling data. We could accommodate a contractor internal QA/QC for vessel pretrip safety checklists.

35. Can NOAA provide a template for the Quality Control Plan to help offerors understand what NOAA feels is appropriate for the offeror to control vs what is within NOAA’s purview?

The table in Section 1.13 identifies the metrics used in evaluating the Quality Control Plan. Vendors should reference this table to enable preparation of a quality control plan and the identification of the contractors’ roles in meeting these metrics.

36. Pages 55–56 of the solicitation provide additional instructions outlining the required format for the Technical Volume; however, a Project Management Plan is not identified within that format. The Schedule of Deliverables in the PWS indicates that a draft Project Management Plan is due with proposal submission. Can the Government please clarify whether a Project Management Plan is required to be submitted as part of the proposal, and if so, where it should be included and whether it is subject to any page count limitations?

Per section 1.2.1 Project Management and 1.14 SCHEDULE OF DELIVERABLES of the PWS a draft Project Management Plan is required to accompany the proposal, with a final plan due within 14 days of award. The draft Project Management Plan included in the page limit.

37. The solicitation specifies that the Technical Proposal and Performance-Based Quality Control Plan must be typed, double-spaced, using elite font, 12-pitch type (or equivalent). Does the Government permit the use of reduced spacing (e.g., single-spacing) or reduced pitch for figures, tables, and resumes, provided all content remains legible and within the required margins? If permitted, are there any minimum font, pitch, or formatting requirements the Government would like offerors to follow?

If the offeror submits a proposal in accordance with FAR 52.212-1 in the solicitation, the format will be acceptable.

38. What is the average and maximum number of days at sea for fisheries observers in each of the fisheries listed in the PWS on pg. 1/?

Historical data is located below:

2022-2024 Seadays

39. Are fisheries observers required to be employees (W2) or can they be contractors (1099)?

Please refer back to the Department of Labor, Wage and Hour Division regarding W2 or independent contractor classification for the Observers under FLSA and or SCA.

40. Can fisheries observers be paid a daily flat rate (regardless of hours worked) or must they be paid hourly plus overtime?

See answer to question number 39; determine the proper classification for observers utilizing the FLSA and SCA as guidance.

41. Is there a maximum number of hours a fisheries observer may work within a 24-hour period while deployed at sea?

See answer to question number 39; determine the proper classification for observers utilizing the FLSA and SCA as guidance.

42. Can fisheries observers be paid a salary that is exempt from overtime pay?

Fishery Observer I, II and III are provided merely to demonstrate the floor for observer compensation. The observer provider can determine the proper classification for observers utilizing the FLSA and SCA as guidance.

43. Does NOAA require that fisheries observers collect and record data on paper? Or can data collection be collected digitally using an electronic template and hardware (e.g., an electronic tablet, or laptop, etc.)?

The SEFOP currently does not have a paperless data collection option. Paper decksheets will be required as part of data collection protocol.

44. Will NOAA provide data collection hardware and software for fisheries observers to collect field data on the vessel during field operations?

No, for this contract observer’s data will be collected on decksheets.

45. Are Protect Species Observers (PSOs) required to be certified specifically as a PSO in writing by NOAA, and specifically approved by NOAA to observe during platform removal operations? In our experience, PSOs have different NOAA requirements than fisheries observers.

PROP observers do not require any certification beyond successful completion of PROP training.

46. What is the maximum and expected number of overtime hours for fisheries observers (to assist in pricing in the Schedule)?

This information is unavailable.

47. Are costs for the Project Manager and any other shore-based managers expected to be covered in Item 0001 in the Price Schedule (e.g., Sea Day Observer Support Services and Standby Day)?

Yes, costs should be included into the sea day price.

48. Section 1.4.5. states “The Contractor shall compensate vessels at a rate of $40.00 per day (for every completed 24-hour period) to cover Observer accommodation and food costs while aboard the vessels for trips.” Is this cost expected to be included in Item 002 of the Price Schedule?

Vessel reimbursement shall be included in CLIN 0001, Sea Day Observer Support Services.