Attachment-3-Deployment__Emergency_Support_Services_Solicitation_QAs_NM_PT_Final_0001.pdf

RFP No. 140D0423R0018 Deployment Emergency Support Services

# Company RFP Section Question Response Change to

RFP Description of Change

1 Garda-World Federal Services (GWFS)

Proposal Content / Submission Requirements Page 3, 5, and 6

In the proposal submission table on page 3 of the RFP, the govt requires a 25-page Corporate Experience, detailing 3 past performances within 5 years, and also a 15-page Past Performance Volume, detailing 3 prime past performances with CPARS, and within 3 years. Did the govt intend for the entire corporate experience volume to be 25 pages with a 10-page corporate experience narrative of 3 past performance (3 pages each) with a 1-page introduction, and a 15 page Staffing Plan?

The Government intends for Industry to provide the exact information as stated in the RFP Volume I. Volume I, Section 1:

General goes into detail of what is included in each Volume.

No None

2 GWFS Proposal Content / Submission Requirements Page

In the proposal submission table on page 3 of the RFP, the govt requires a 15 page Past Performance Volume, detailing 3 prime past performance narratives within 3 years, limited to 3 pages each. This equates to 9 pages total. Recommend a modification to a 10 page Past performance Volume with a one page introduction and 3 pages of each citation, with Consent Letters not counted in page count.

The Past Performance Page Limit will remain the same. It’s okay if your proposal has less than 15 pages, but cannot exceed the 15 page limit.

No None

3 GWFS Will the government consider an extension to February 28 at the same time?

RFP has been revised, the Government will extend the RFP to 21 February 2023 as indicated in RFP amendment 0001.

Yes Update Proposal due date to 21 February 2023

4 GWFS

The government lists a non-key personnel as “Situation Unit- RFI manager,” in Figures 2, 3, 4, and 5 of Attachment 1 – PWS. Can the government spell out the RFI acronym?

RFI is an error. This was changed in Attachment _1_PWS, and Pricing Sheet to Situation/Incident Unit and Incident Specialist No Attachment _1_PWS - Updated , and

Pricing Sheet Pete, I changed this on the PWS and IGCE.

5 EMSI RFP 6, 1, 4, page 4

RFP states “… (see Section 8 of this RFP for each provision in its full text)…”. RFP Section 8 subject is Evaluation. Should this Section read “… (see Section 13 of this RFP for each provision in its full text) …”?

RFP Section 13 subject is Solicitation Provisions and Clauses.

In Volume I, Section 4: The Government has revised language to state (see paragraph 13 of this RFP for each provision in full text Yes Updated language on page 4

6 EMSI RFP 6, 1, 4, page 4, RFP 13, page16

RFP lists provisions to be incorporated in its full text. FAR 52.209-5, page 16, is included in this Section but not included in the list on page 4 of provisions to be incorporated in its full text. Is this provision incorporated in its full text? If so, should this FAR be added to the list in Section 6, 1, Added clause 52.209-5 on Page 4, Volume I, Section 4:

Representations and Certifications Yes

Added Clause 52.209-5 to Volume I, Section 4: Representations and Certifications

7 EMSI RFP 6, 1, 4, page 4, RFP 13, page 12 Pursuant to RFP, 13, FAR 52.252-1, Will the Government accept signed letters from Offeror’s and all team members addressing and responding to the FAR provision?

Paragraph 13 states: In lieu of submitting the full text of those provisions, the offeror may identify the provision by paragraph identifier and provide the appropriate information with its quotation or offer.

No

8 EMSI PWS C.3.4.3, page 11. PWS C.5, page 17

RFP states “… Individuals should be prepared to perform duties on a command post or in an alternate safe zone near a disaster environment…” and “…The contractor shall furnish all the necessary personnel, equipment, materials, services, facilities, (except as otherwise specified), …”. RFP states “The Government will provide each key personnel an HHS issued laptop and Personal Identity Verification Cards if applicable.” Can the Government elaborate on what equipment and materials the Contractor will be required during a deployment, particularly any specialized equipment or software.

Can the Government elaborate on what facilities the Contractor is required to provide during a deployment?

The contractor is not required to provide facilities during a deployment. In addition Modifications for deployment Mission assignment will be issued upon deployment mission assignments events. It is then that the government will elaborate on what equipment and materials the contractor will be required to bring during a deployment. No specialize equipment or software at this time, but rather rental PC's for deployed case management staff

Yes. None

10 EMSI PWS C.3.4.3, page 11

RFP states “…The contractor shall furnish all the necessary personnel, equipment, materials, services, facilities, (except as otherwise specified), …”. Will the Offeror be responsible for providing a customer/client relations technology system of record to document survivor data and communication logs or will the Government provide this tool?

The Government has a separate contractor who supports OHSEPR's mission assignment through an Electronic Case Management Record System (ECMRS). This system is responsible for providing a customer/client relations technology system of record to document survivor data and communication logs.

No None

11 EMSI PWS C.3, pages 2-9 May we confirm that it is the intent of the PWS that the four Key Personnel, in Steady State staff, will perform Tasks 1, 2, 3, and 5?

the contractor may or may not assign key-personnel to perform tasks 1,2,3, and 5. That's up to the contractor to determine.

Certainly it is expected that Key personnel may provide support to the IRT, EMTs in some fashion during deployment operations.

No None

12 EMSI RFP 6, Volume IV, Section 2, page 8

The Government provided Pricing Spreadsheet (Attachment 2) which includes a request to price Travel Expenses. Because there are no details within the solicitation outlining the parameters of travel, it is impossible to determine travel costs. Is it acceptable to include in the Volume IV, Section 2 submission the parameters that the Offeror will use to determine travel costs? For example, that travel will be at cost with no mark-up and in accordance with the Federal Travel Regulations?

Travel cost is only reserved for Deployable Mission Assignment Task Orders (MATOS). The government will revise the pricing sheet to include a annual $5,000 cost for just in case Steady State Travel.

No Updated/Change to the Pricing Sheet

13 EMSI RFP 6, Volume IV, Section 2, page 8

The Government provided Pricing Spreadsheet (Attachment 2) which includes annual ODC Travel, Materials, and Subcontractor Costs. Can the Government elaborate on what is expected as Subcontractor Costs?

Additionally, if Offeror is using subcontractors as team members in their proposal, are the team members’ costs expected to be enumerated in the Subcontractor Costs sections of Attachment 2?

The government can not determine what are the contractors ODCS for steady State support. If the contractor is proposing Sub-contractors for Key employees then those costs are to be enumerated in the subcontractor cost section of attachment 2.

No None

14 EMSI RFP 6, Volume IV, Section 2, page 8

The Government provided Pricing Spreadsheet (Attachment 2) for use as the Offerors’ pricing submission, along with any assumptions. What flexibility does the Offeror have to manipulate the worksheets within Attachment 2 to represent how Offeror prices their services, while still providing conforming price proposals and to promote standardization across submissions?

The Government provided an example Pricing sheet (Attachment 2) for use as the Offerors’ pricing submission, along with any assumptions. The government will allow the Offeror to revise the worksheets within Attachment 2 to represent how Offeror prices their services.

No None

15 EMSI PWS C.2, pages 2 Please confirm that Task 5 is optional, as indicated. If Offeror is proposing costs for Task 5, where should they be included in the Pricing Spreadsheet (Attachment 2)?

Task 5 is optional for the government to exercise. The government will price out this option by dividing the final option year of the contractors proposal by the number of month the government may need to transition in or out.

No None

16 EMSI RFP 6, Volume IV, Section 2, page 8

The Government provided Pricing Spreadsheet (Attachment 2) which includes annual ODC Travel, Materials, and Subcontractor Costs. Please confirm that the Government only wishes to include these costs on the Pricing Worksheet Summary for Steady State efforts, and not for Deployment Support? If the Government wishes to see these costs for both Steady State and Deployment Support, should the Offeror combine these costs on the Summary worksheet?

The Government confirms that the Pricing Spreadsheet provide (Attachment 2) which includes annual ODC Travel, Materials, and Subcontractor Costs etc. is only pricing for Steady State efforts, and not for Deployment Support or MATOs

No None

17 EMSI PWS C.3.4.2, page 9-10

The PWS states “…The contractor shall have no less than sixty (60) trained emergency repatriation case managers available and ready at any given time for deployment …”. Where should Offeror include the cost to train and maintain readiness annually for these 60+ case managers in the Deployment Support worksheet and Summary worksheet?

The cost to train and maintain shall be rolled up in the proposed cost for Emergency Repatriation Steady state tab. A training line item was added to Attachment 2

Yes Training line item added to tab two of Attachment 2 pricing worksheet

18 EMSI RFP 6, Volume IV, Section 2, page 8

The Government provided Pricing Spreadsheet (Attachment 2) Pricing Worksheet Summary which has formulas in the Amount column that multiply 2 other columns. Can the Government please identify what is intended to be included in the 2 columns in the formula? Or is the intent that the Amounts should be derived for the 2 other worksheet totals based on allocation of effort for each Task?

The Government provided Pricing Spreadsheet (Attachment 2) has been updated to correct formulas Yes

The Government provided Pricing Spreadsheet (Attachment 2) has been updated.

19 EMSI RFP 6, Volume IV, Section 2, page 8

The Government provided Pricing Spreadsheet (Attachment 2) Pricing Worksheet Summary which includes 1 row annually for the Deployment Operations (T&M). Is it the Government’s intent that the Grand Total from the Deployment Support worksheet be included here? This question relates to our Question #14.

The Government provided Pricing Spreadsheet (Attachment 2) has been updated to correct formulas Yes

The Government provided Pricing Spreadsheet (Attachment 2) has been updated.

20 EMSI RFP 6, Volume IV, Section 2, page 8

The Government provided Pricing Spreadsheet (Attachment 2) Pricing Worksheet Summary which includes formulas in rows 88-96 that we believe are incorrect or missing. If the formulas are incorrect or missing, will the Government provide an updated Attachment 2 Pricing Worksheet?

The Government provided Pricing Spreadsheet (Attachment 2) has been updated to correct formulas Yes

The Government provided Pricing Spreadsheet (Attachment 2) has been updated.

21 EMSI RFP 6, Volume IV, Section 2, page 8

The Government provided Pricing Spreadsheet (Attachment 2), Deployment Support worksheet which includes formulas in rows 43and 46 that we believe are incorrect. If the formulas are incorrect, will the Government provide an updated Attachment 2 Pricing Worksheet?

The Government provided Pricing Spreadsheet (Attachment 2) has been updated to correct formulas Yes

The Government provided Pricing Spreadsheet (Attachment 2) has been updated.

22 EMSI RFP 6, Volume IV, Section 2, page 8

The Government provided Pricing Spreadsheet (Attachment 2), Steady State worksheet which includes a formula in row 35 that we believe is incorrect. If the formula is incorrect, will the Government provide an updated Attachment 2 Pricing Worksheet?

The Government provided Pricing Spreadsheet (Attachment 2) has been updated to correct formulas Yes

The Government provided Pricing Spreadsheet (Attachment 2) has been updated.

23 EMSI RFP 5, page 2

Will the Government extend the Deadline for Proposal Submission beyond February 14, 2023, at 5:00 PM ET to allow Offerors sufficient time to receive Answers to the Questions and to incorporate those Answers into their proposal for submission?

The Government will extend the RFP to 21 February 2023 at the same time. Yes Update Proposal due date to 21

February 2023

24 Acuity RFP AQD Custom Clause – Personnel Requirements & Optional Levels of Effort Key Personnel Definition (p.50)

For right to work states, this clause conflicts with both employees and companies rights. Will the government consider removing this clause? The AQD Custom Clause will remain in solicitation No

25 Acuity

RFP

Proposal Content / Submission Requirements:

Volume I, Section 7: Technical - Corporate Experience (p.5)

Volume II, Section 1: Past Performance Documentation (p.6)

The government is allowing for 5 years for corporate experience, will the government allow 5 years for Past Performance as this will allow contractors to provide the government with substantial confidence in the offerors?

The Government will NOT adjust the years for past performance. No None

26 Acuity PWS C.4 Qualification of Key Personnel And Non- Key Personnel Key Personnel Program Manager (p.15)

For the Program Manager, will the government consider Experience over the education requirements, as most of the individuals that meet these requirements?

No, The government will not consider experience over the education requirements for the Program Manager. At minimum the Program Manager should have a Bachelor’s degree.

No None

27 Acuity RFP SF 1449 RFP Section 5 Proposal Due Date The Cover Page and RFP differ in due dates. Please clarify. RFP has been revise, the Government will extend the RFP to 21 February 2023 at the same time.

Yes Revised Proposal due date

29 Apprio RFP- Overview- Submission Format- Technical Assumptions

In general, what sort of Technical Assumptions does the government anticipate for that section? Hardware and software requirements, equipment requirements such as providing laptops etc., assumptions regarding the PWS, or something else?

Offerors shall indicate, in this section only, if any technical-related assumptions have been made, conditions have been stipulated or exceptions have been taken with the Deployment and Emergency Support PWS, as written. If technical assumptions are not noted in this volume of this section of the proposal, it will be assumed that the Offeror’s proposal reflects no technical assumptions for award and the Offeror agrees to comply with all of the terms and conditions set forth herein. Any technical-related assumptions listed in any other volume or section shall be null and void. Vendor response should only cover steady state needs. Modification to the contract will be issued upon deployment mission assignments. It is then that the government will elaborate on what equipment and materials the contractor will be required to bring during a deployment. No specialize equipment or software at this time, but rather rental PC's for deployed case management staff

No None

Attachment 3 - Questions Form Questions received on 2/1/23

Contractual

Contractual

Contractual

9 EMSI RFP 6, Volume I, Section 7, page 5

Contractual

Contractual

The Government confirms exactly what the RFP states of Volume I, Section 7: The Offeror’s Corporate Experience for three projects performed within the last five years with at least 1 year performance completed. Two of the Corporate Experience references shall be the offeror’s direct experience as the prime contractor; the other

No

Technical/Contractual

Contractual

Contractual

None28 Acuity RFP Section 6 Overview: table Instructions are provided for how to respond to "Corporate Experience," but not for "Personnel and Staffing" under experience. Please clarify.

On multiple occasions, Instructions for Key personnel are detailed throughout the RFP_140D423R0018 document. In addition the vendor will have to provide a staffing plan for the deployable 60

No

RFP states “…Two of the Corporate Experience references shall be the offeror’s direct experience as the prime contractor; the other reference may be from the prime or teaming partners.”. Can the Government please confirm that the two prime contract references can be from any team member?

30 Apprio PWS- C.3.3.4 OHSEPR Repatriation Training and Exercise

This subsection in the PWS states “The contractor will be required to participate in OHSEPR-identified training and discussion-based, tabletop, functional, and full-scale exercises for repatriation operations.” Can there be some clarification on the expectations for what level of exercises are anticipated as part of the steady state contract.

The government has removed “The contractor will be required to participate in OHSEPR-identified training and discussion-based, tabletop, functional, and full-scale exercises for repatriation operations.” language From the PWS.

Yes

Removed C.3.3.4 OHSEPR Repatriation Training and Exercise:

The contractor will be required to participate in OHSEPR-identified training and discussion-based, tabletop, functional, and full-scale exercises for repatriation operations.

31 Apprio PWS- C.3.3.4 OHSEPR Repatriation Training and Exercise

Follow up to previous question: If OHSEPR sought the execution of a full-scale exercise or other large exercise, would there be a separate Task Order related to the expenses associated with such an exercise (e.g. travel, lodging, labor costs, materiel, etc.), or would any exercises undertaken over the duration of this contract need to be covered with steady-state funding?

The government has removed “The contractor will be required to participate in OHSEPR-identified training and discussion-based, tabletop, functional, and full-scale exercises for repatriation operations.” language From the PWS.

Yes

Removed C.3.3.4 OHSEPR Repatriation Training and Exercise:

The contractor will be required to participate in OHSEPR-identified training and discussion-based, tabletop, functional, and full-scale exercises for repatriation operations.

32 Apprio

PWS- C.3.3 Task 3 – Case Management Training/Exercising, Recruitment, and Credentialing- C.3.3.1 Credentialing and Vetting of Personnel

In the PWS section C.3.3.1, it says, “Ensure that all key personnel deployed in support of this contract can obtain a contractor’s Personal Identity Verification (PIV) card, Common Access Card (CAC), or similar badging card.” Given the potential cost and delays associated with a deployment cadre needing to receive PIVs on short notice, we interpret this to mean “all hires must be able/eligible to receive a PIV”, and depending on the mission-specific needs then PIVs may or may be needed on a case by case basis. Is this interpretation correct?

Yes, all Key employees must be able/eligible to receive a PIV. Yes the government interprets this to mean “all hires must be able/eligible to receive a PIV”, and depending on the mission-specific needs then PIVs may or may be needed on a case by case basis.

No None

33 Apprio Attachment 2 Pricing Worksheet

Can we receive additional clarification or instructions on the use of the Attachment 2 Pricing Worksheet? In particular, where is the intended place for costs associated with maintaining a deployable cadre, such as paying them to take required training in order to be deployable, etc.?

The Government provided an example Pricing sheet (Attachment 2) for use as the Offerors’ pricing submission, along with any assumptions. The government will allow the Offeror to revise the worksheets within Attachment 2 to represent Offerors expected cost to include cost for training. The cost to train and maintain shall be rolled up in the proposed cost for Emergency Repatriation Steady state tab. A training line item was added to Attachment 2

Yes Training line item added to tab two of Attachment 2 pricing worksheet

34 Apprio Attachment 2 Pricing Worksheet What is purpose of the Pricing Worksheet Summary or its relationship to the other worksheets, particularly column F, which refers to columns D and E but those columns are hidden.

The Government provided Pricing Spreadsheet (Attachment 2) has been updated to correct formulas Yes

The Government provided Pricing Spreadsheet (Attachment 2) has been updated.

35 Apprio PWS- C.3.1.7

We understand that level of PPE will vary based on mission. What is the maximum level of personal/respiratory protection the government expects the contractor to be able to perform under this contract? HAZMAT level A, B, C or D?

The level of PPE will vary from each event or disaster. the maximum level of personal/respiratory protection the government expects the contractor to be able to perform under this contract depends on the mission assignment modification. Some MA modifications may not require much PPE and other will require much more upon, HAZMAT level A, B, C or D? The MA modification cost and allowable equipment will be dictated, negotiated or determined based on the incident.

No None

36 Apprio PWS- C.3.1.7

To what extent is the offeror expected to provide PPE to personnel, vs PPE being provided by the government? The PWS in section C.3.1.7 mentions “Coordinating with Safety Officers, Operations, Incident leadership, and others as identified on proper PPE and relevant safety procedures for cadre personnel” but does not indicate responsible party for provision of PPE.

The Contractor shall furnish all necessary personnel, materials, services, rental space, (except as otherwise specified herein), to perform the requirements as outlined for completing the tasks describe in this PWS. The contractor shall always Coordinate with Safety Officers, Operations, Incident leadership, and others as identified on proper PPE and relevant safety procedures for cadre personnel”

No None

37 Apprio PWS- C.3.1.7 If PPE or some portion of it is intended to be provided by the government, will the contractor be able to receive manufacture information in advance in order to conduct appropriate fit testing, pre-deployment training, etc.?

The Contractor shall furnish all necessary personnel, materials, services, rental space, (except as otherwise specified herein), to perform the requirements as outlined for completing the tasks describe in this PWS. The contractor shall always Coordinate with Safety Officers, Operations, Incident leadership, and others as identified on proper PPE and relevant safety procedures for cadre personnel”

No None

38 Apprio PWS- C.3.1.7 If PPE or some portion thereof is intended to be provided by the contractor, will OHSEPR provide a set of standards/ list of approved manufacturers/ etc. to the contractor? Or what existing standards/guidelines will be used?

The Contractor shall furnish all necessary personnel, materials, services, rental space, (except as otherwise specified herein), to perform the requirements as outlined for completing the tasks describe in this PWS. The contractor shall always Coordinate with Safety Officers, Operations, Incident leadership, and others as identified on proper PPE and relevant safety procedures for cadre personnel”

No None

39 Apprio PWS- C.3.1.7

In the event of a mission wherein hazards/communicable diseases are a significant element, to what extent is the contractor responsible for systems/processes related to identifying, cataloguing, and tracking etc., all hazards during a mobilization to include communicable disease exposure/ potential exposure, vs making use of and participating in existing government or other systems, procedures, etc.

The Contractor shall furnish all necessary personnel, materials, services, rental space, (except as otherwise specified herein), to perform the requirements as outlined for completing the tasks describe in this PWS. The contractor shall always Coordinate with Safety Officers, Operations, Incident leadership, and others as identified on proper PPE and relevant safety procedures for cadre personnel”

No None

40 Apprio PWS- C.3.1.7 What, if any, responsibilities will the contractor have related to air, water, soil sampling to identify hazards?

The contractor shall coordinate with OHSEPR Safety Officers, Operations, Incident leader, and others as identified in each MATO on relevant safety procedures, responsibilities for MATOs.

No None

41 Apprio PWS- C.3.1.7 What, if any, responsibilities will the contractor have related to food and water security/protection at a deployed location?

The contractor shall coordinate with OHSEPR Safety Officers, Operations, Incident leader, and others as identified in each MATO on relevant safety procedures, responsibilities for MATOs.

No None

42 Apprio PWS- C.3.1.7

To what extent does responsibility for purchasing, storing, and maintaining materials and equipment related to conducting Operational Health and Safety functions fall on the contractor vs the government? If it is the responsibility of the contractor in full or in part, will funds be included in Task Orders to support the purchase of such equipment and materiel, or must steady state funds be used for such purchases?

Contractor are to cost out steady state proposal costs. All other MATO modification costs and responsibilities will be dictated, negotiated or determined based on the incident mission assignment needs.

No None

43 Apprio PWS- C.3.1.7

To what extent is the contractor expected to take the lead in response, particularly as concerns CBRN hazards/Occupational Health and Safety, vs integrating in with federal or other entities with existing responsibilities in these areas?

The contractor shall coordinate with OHSEPR Safety Officers, Operations, Incident leader, and others as identified in each MATO modification on relevant safety procedures, responsibilities for each mission assignment event.

No None

44 Apprio RFP- Subfactor 2: Key Personnel Qualification and Experience- 4.

Item #4 in the RFP Subfactor 2: Key Personnel Qualification and Experience, states: “4. Demonstrate the amount of time to be committed by key staff and provide documentation that the proposed staff have availability to fulfill their proposed roles over the course of the project.” What type of documentation would be accepted to indicate that the proposed staff have availability to fulfill their proposed roles? Could this be addressed by a statement in the Letters of Commitment?

Yes, A Letter of commitment would suffice No None

45 Apprio Past Performance

Can the time range for Past Performance be expanded from 3 years to 5 years? Due to the infrequent nature of events that are comparable to Emergency Repatriation events, this would provide a broader range from which all offerors could provide relevant experience.

The Government will NOT adjust the years for past performance. No

46 Apprio RFP- Submission Format We understand that the section on Indices is optional. What is intended here? Is this “indices” as in “indicators”, or an index of terms listing all page numbers on which a term appears, or something else?

Yes, it means the “indices” as in “indicators”, or an index of terms listing all page numbers on which a term appears No

47 AECOM Attachment 1 - PWS p.15

The Education and Experience Requirements for the Program Manager requires a degree in a business field. Would the Government please consider a similar degree in a technical field with significantly more experience be sufficient to meet this requirement?

Yes, a degree in a technical field is acceptable if the PM has the required experience. No None

48 AECOM Attachment 1- PWS p. 17

The PWS states the Repatriation Cadre Manager must have a master’s degree and a minimum of 4 years professional experience. Would the Government please consider significant additional experience be sufficient in place of the master’s degree requirement?

PWS has been revised to allow for a bachelor’s degree with 4 years of professional experience. Yes

Section C.4 of the PWS has been revised as follows “The Cadre Manager must have a bachelor’s degree and a minimum of four years of professional experience or a master’s degree and a minimum of three years of professional experience”. Yes, updated.

49 AECOM Attachment 1 - PWS p. 7

The PWS states “The contractor shall provide all labor, supervision, and materials to support all recruiting, screening, credentialing, and training necessary to support and maintain five (4) steady state key personnel with the appropriate education and experience in accordance with Section H. Would the Government please clarify whether the requirement is 4 or 5 steady state key staff?

The government confirms there are only Four Key-Personnel. One Program Manager (Command Staff), one PM (planning Chief), One PM (cadre Manager), one OH&S officer

Yes Section C.3.2 is revised to reflect four

(4) key-personnel

Yes, updated.

50 AECOM Attachment 1- PWS p.6-7

Task 3 requires operational elements and deliverables including: tracking of training and credentialling and a training plan. Would Task 3 be considered part of the Steady State operations and should it be included in the PMO price or would this work be considered Operations?

Task 3 requires operational elements and deliverables including:

tracking of training and credentialling and a training plan and should be part of the vendors Pricing worksheet under training.

The cost to train and maintain shall be rolled up in the proposed cost for Emergency Repatriation Steady state tab. A training line item was added to Attachment 2

Yes Training line item added to tab two of Attachment 2 pricing worksheet

51 AECOM Attachment 2- Pricing Worksheet - Tab “Pricing Worksheet Summary”

Columns D & E seem to be hidden and have no content. Column F has a formula that includes columns D& E. Would the Government please clarify if the worksheet needs to be revised or how it should be used?

The Government provided Pricing Spreadsheet (Attachment 2) has been updated to correct formulas. In addition the Pricing worksheet summary tab has been removed from the pricing worksheet.

Yes Pricing worksheet summary tab has been removed from the pricing worksheet.

52 AECOM Attachment 1 – PWS – p.10

The PWS states case managers may deploy “throughout the Continental United States and Outside the Continental United States”. What project location(s) or place of performance does the Government expect will be included within the performance of the scope of work? Does the Government expect any work to be completed OCONUS?

The government does not have projected locations as this will depend on the disaster or repatriation event. Work may be performed OCONUS and/or OCONUS depending on the emergency/disaster event. To be clear Steady state work is to be performed in the contractors home office. Deployable cadre may be deployed anywhere in the continental U.S. or OCONUS i.e. PR, Guam , Hawaii

No None Pete, is my statement on OCONUS work correct?

53 AECOM Attachment 1 – PWS – p.10 Are there insurance requirements for OCONUS deployments?

The vendor must be in compliance with the states insurance requirements where the support is being provided. This includes CONUS and OCONUS

No None Pete, I am unsure of the insurance requirements for work outside the US

54 AECOM Attachment 2 – Pricing Worksheet - Tab “Deployment Support (T&M) What costs should be plugged into rows 27 – 3?

The Government provided Pricing Spreadsheet (Attachment 2) has been updated to correct formulas and other items. .Rows 27-32 have been removed on the pricing worksheet and does not require any input.

Yes

The Government provided Pricing Spreadsheet (Attachment 2) has been updated to correct formulas and other items. .Rows 27-32 have been removed on the pricing worksheet and does not require any input.

55 AECOM Attachment 2 – Pricing Worksheet - Tab “Deployment Support (T&M)

On the Deployment Support tab under the ERT labor categories, OT Hourly Rates are calculated using a formula. Can this be adjusted in the event the LCAT is not eligible for 1.5 OT?

Yes, the government will allow adjustments to reflect cost of proposals No

56 AECOM Attachment 2 – Pricing Worksheet - Tab “Deployment Support (T&M) What location should we use to develop our deployment travel costs?

Travel cost will be determined at the time of disaster/emergency event modification and can be left at $0.00. Deployment tab are plug numbers for a sample incident and is used for Labor category price evaluation purposes only. The number of hours and OT hours will depend on the particular disaster/emergency and a modification will be issued based on the proposed T&M cost

No

57 AECOM Attachment 2 – Pricing Worksheet

How should subcontractor rates be incorporated into the pricing? There is a “Subcontractor Costs” line item under ODC’s on the “Steady State (FFP)” tab. However, there is no such line on the “Deployment Support (T&M)”.

Should subcontractor costs be blended into the deployment LCAT rates?

Subcontractor cost has been removed from the pricing worksheet entirely as it should be blended into the labor rates. Yes Subcontractor cost has been removed from the pricing worksheet.

58 AECOM Attachment 1 – PWS – p.11

If OCONUS deployments are required, how will Defense Base Act insurance, visas, and other considerations be addressed? Would the Government please provide specific insurance requirements to perform this work?

The government cannot provide specific insurance requirement. All allowable deployment cost will be determine during time of event and issuance of a deployment modification

No None Pete- I am unsure on the insurance/visa requirements.

Nicholas has this been updated?

Nicholas has this been updated?

59 AECOM Attachment 1 – PWS- C.3.3.2 Training Plan and Training Modules (PWS pg. 7)

Is the contractor expected to develop new training courses? (Courses in C.3.3.3 are existing courses that would not need to be developed)

The contractor does not need to develop new training courses but they are responsible for completion of the already existing course list at section C.3.3.3 of the PWS.

Yes

Removed the following from PWS Section 3.3.2 "The contractor shall submit all training modules for review and approval to OHSEPR in advance of conducting training. All OHSEPR edits and comments shall be successfully adjudicated, and final versions of training modules shall be provided to OHSEPR prior to the commencement of training. The training modules shall be reviewed and approved by ACF OHSEPR 30 calendar days prior to delivery of training."

Pete, please confirm this change

60 AECOM Attachment 1 – PWS- C.3.3.4 OHSEPR Repatriation Training and Exercise (P. 9)

How many contractor staff will be expected to participate in repatriation operations trainings and exercises?

The government has removed “The contractor will be required to participate in OHSEPR-identified training and discussion-based, tabletop, functional, and full-scale exercises for repatriation operations.” language From the PWS.

Yes

Removed C.3.3.4 OHSEPR Repatriation Training and Exercise:

The contractor will be required to participate in OHSEPR-identified training and discussion-based, tabletop, functional, and full-scale exercises for repatriation operations.

61 AECOM Attachment 1 – PWS- C.3.3.4 OHSEPR Repatriation Training and Exercise (P. 9)

How many OHSEPR-identified training and exercises for repatriation operations are expected annually?

The trainings are identified in section C.3.3.3 of the PWS and the requirement for exercises at section C.3.3.4 has been removed. Yes

Removed C.3.3.4 OHSEPR Repatriation Training and Exercise:

The contractor will be required to participate in OHSEPR-identified training and discussion-based, tabletop, functional, and full-scale exercises for repatriation operations.

62 AECOM C.3.4.3 ERT, IMT and OH&S Cadre (PWS pg. 11-

12) & Attachment 2 Pricing Worksheet

What are the educational and experience requirements of the provided Deployment Support Labor Categories?

Minimal requirements for deployment personnel has be provided on a separate attachment A. Yes

A separate attachment A has be provided for the minimal qualifications/education of the deployment LCATs.

63 AECOM

Because of the case management and behavioral or medical work involved, will the government require sexual assault and molestation insurance? How should this cost be included in the pricing worksheet?

Case management, behavioral or medical work that may require insurance can be rolled up on the training line item. If the contractor feel molestation insurance is required in their cost proposal then they should add it.

No None

64 AECOM RFP p.2 Answers to the Q&A will likely have an impact on our submittal. Would ACF consider an extension of 2 weeks for the proposal submittal deadline?

The Past Performance Page Limit will remain the same. It’s okay if your proposal have less than 15 pages. Don’t exceed the 15 page limit.

No None

65 Constant Associates C.3.3.2 (PWS pg. 7) Is the contractor expected to develop new training courses?

The contractor does not need to develop new training courses but they are responsible for completion of the already existing course list at section C.3.3.3 of the PWS.

Yes

Removed the following from PWS Section 3.3.2 "The contractor shall submit all training modules for review and approval to OHSEPR in advance of conducting training. All OHSEPR edits and comments shall be successfully adjudicated, and final versions of training modules shall be provided to OHSEPR prior to the commencement of training. The training modules shall be reviewed and approved by ACF OHSEPR 30 calendar days prior to delivery of training."

66 Constant Associates C.3.3.4 (PWS pg. 9) How many contractor staff will be expected to participate in repatriation operations trainings and exercises?

The contractor does not need to develop new training courses but they are responsible for completion of the already existing course list at section C.3.3.3 of the PWS.

Yes

Removed the following from PWS Section 3.3.2 "The contractor shall submit all training modules for review and approval to OHSEPR in advance of conducting training. All OHSEPR edits and comments shall be successfully adjudicated, and final versions of training modules shall be provided to OHSEPR prior to the commencement of training. The training modules shall be reviewed and approved by ACF OHSEPR 30 calendar days prior to delivery of training."

67 Constant Associates C.3.3.4 (PWS pg. 9) How many OHSEPR-identified training and exercises for repatriation operations are expected annually?

The contractor does not need to develop new training courses but they are responsible for completion of the already existing course list at section C.3.3.3 of the PWS.

Yes

Removed the following from PWS Section 3.3.2 "The contractor shall submit all training modules for review and approval to OHSEPR in advance of conducting training. All OHSEPR edits and comments shall be successfully adjudicated, and final versions of training modules shall be provided to OHSEPR prior to the commencement of training. The training modules shall be reviewed and approved by ACF OHSEPR 30 calendar days prior to delivery of training."

68 Constant Associates Attachment 2 What are the educational and experience requirements of the provided Deployment Support Labor Categories?

Minimal requirements for deployment personnel has be provided on a separate attachment A. Yes

A separate attachment A has be provided for the minimal qualifications/education of the deployment LCATs.

69 Deloitte Attachment 1: PWS, C.3.1.2

On page 3, the RFP states “the contractor shall establish and maintain a program management system using its own tools and methodologies that will be subject to review by ACF OHSEPR. This program management system shall employ program control, tools, techniques, and procedures that include risk management, quality assurance, work breakdown structuring, document review and communications tracking, a personnel database, and security management. Please note that the cadre database shall be accessible by OHSEPR per Section C.3.4.1.” As to not share PII with the government related to the cadre, will the government accept routine reports from the system, instead of access to the system?

Yes, the government will accept routine reports. No None

70 Deloitte Attachment 1: PWS, C.3.1.2 Can the Government please define “accessible” as referenced in the cadre database, page 3?

The government will need access to the cadre database or the contractor must provide regular reports from the system.

No None

71 Deloitte Attachment 1: PWS, C.3.3.1

Can you confirm that in referencing Attachment A – Position Descriptions and Qualifications in the PWS Section C.3.3.1 page 7, this is regarding Positions and Descriptions listed on Attachment 1: PWS Section C.4 pg.

15?

The correct reference is section C.4 of the PWS. Yes Removed attachment A and replace it with section C.4 of the PWS.

72 Deloitte Attachment 1: PWS, C.3.3.3 On page 8 in the PWS it states, “Resource Coordinator personnel shall complete the following courses…”, however there is no LCAT in the pricing model. Should there be a LCAT for this role in the pricing model?

Resource Coordinator is listed in the pricing model under ERT Labor - Resource/Logistics MGMT Section - Resource Coordinator No None

73 Deloitte Attachment 1: PWS, C.3.4.2 and Attachment 2:

Pricing Worksheet

On the PWS, page 9, it states “support staff (including administrative and financial management personnel)” while deployed “may operate from fixed or mobile locations”. Would the government consider adding support staff (including administrative and financial management personnel in the

LCAT?

Administrative and financial management personnel was added to the pricing model LCAT under ERT labor. Yes

Administrative and financial management personnel was added to the pricing model LCAT under ERT labor.

74 Deloitte Attachment 1: PWS, C.3.4.3 Is the Case Management Group Supervisor (PWS, page 12) the same role as the Case Management Team Lead? Which title should we use in our response?

Case Management Group Supervisor should be used as indicated in the PWS. No. None

75 Deloitte Attachment 1: PWS, C.4 and Attachment 2:

Pricing Worksheet

The titles of the 4 Key Personnel are different between the PWS, page 14 and the pricing template. Which is correct? In the pricing sheet, these roles look like they will also serve roles in the ERT/IMT. Can you please clarify?

Pricing Worksheet has been updated to reflect the LCATs on the PWS. Yes

Pricing worksheet has been updated to include the four key personnel :

Program Manager, Planning Manager, Repatriation Cadre Manager and the Occupational Health and Safety Officer.

76 Deloitte Attachment 1: PWS, Volume 3, Section 1:

Subcontracting Plan, Page 7

Will the Government consider removing or reducing the small business subcontracting percentage requirements and allow Offerors to propose a small business plan that is most advantageous to the Government based on the Offeror's capabilities and technical approach?

The HHS 2023 small business goals are only targets for each socioeconomic category. The contractor may propose a team they see fit as long as it meets a minimum of 30 percent.

No None

77 Deloitte Attachment 1: PWS, Volume 3, Section 1:

Subcontracting Plan, Page 7

Will the Government all the Subcontracting Plan Template to serve as a draft Subcontracting plan that will be finalized upon award?

Yes. The subcontracting template may serve as the draft subcontracting plan.

No None

78 Deloitte Attachment 2: Pricing Worksheet Are offerors allowed to modify (e.g., edit formulas, add and remove rows and or columns, add additional tab if necessary to support our bid) the template to reflect our estimating approach?

Yes, the government will allow adjustments to reflect cost of proposals No. None

79 Deloitte Attachment 2: Pricing Worksheet Can the Government provide a standard plug amount for the ODCs and Travel to ensure that all vendors can be evaluated fairly?

A travel plug dollar amount change was inserted into the Pricing model. ODC cost will be determined by the contractors proposed costs. The government cannot determine each vendors ODCs'

Yes

80 Deloitte Attachment 2: Pricing Worksheet, “Pricing Worksheet Summary” tab

Can the government consider removing the “escalation rate %” column in the pricing worksheet summary tab and instead include it in the FFP and T&M tabs? Or can the Government provide additional context for the column G?

The Government provided Pricing Spreadsheet (Attachment 2) has been updated to correct formulas. In addition the Pricing worksheet summary tab has been removed from the pricing worksheet which removes the escalation rate

Yes Pricing worksheet summary tab has been removed from the pricing worksheet.

81 Deloitte Attachment 2: Pricing Worksheet, “Pricing Worksheet Summary” tab

In the worksheet summary tab, Column F formulas are directed to hidden columns D and E, however, there are no column headers/titles for D and E.

Does the Government intend for column F’s formulas to reflect off the proceeding tabs “Steady State (FFP)” and “Deployment Support (T&M)”?

Additionally, should there be separate tabs for Program Management (FFP) and Case Management Training Exercising, Recruitment and Credentialing (FFP) Tasks?

The Government provided Pricing Spreadsheet (Attachment 2) has been updated to correct formulas. In addition the Pricing worksheet summary tab has been remove

Yes Pricing worksheet summary tab has been removed from the pricing worksheet.

82 Deloitte Attachment 2: Pricing Worksheet, “Deployment Support (T&M)” tab

What does the number 3 in cell T2 represent? Can the Government provide the allowable number for cell U3 for the option years estimation?

The Government provided Pricing Spreadsheet (Attachment 2) has been updated to correct formulas. In addition the Pricing worksheet summary tab has been remove

Yes Pricing worksheet summary tab has been removed from the pricing worksheet.

83 Dynamic Service Solutions

(DSS)

Pg 5 Corporate Experience Can Gov’t awarded Grants/ Cooperative Agreements be used for Corporate Experience?

Yes No None

84 DSS Section C.3.1.1.2 – Program Management System Are there any special requirements related to structure, accessibility, security, etc. that we should be aware of?

This questions is not clear. From a contracts POV? Security requirements are located under C.8 IT Security Requirements No None

85 DSS

Has the government decided on a criteria which would be most appropriate for offerors to follow in order to submit the Agenda for COR approval as to avoid potential rejection?

The government is not sure which agenda is being referenced. If its in reference to the kickoff meeting the criteria for the agenda is already provided in the PWS. Other such requirements can be negotiated after award.

No None

86 DSS PWS/C.2/Pg 2

(Program management operations support personnel (steady state, operational readiness) providing oversight personnel who are full time and engaged with the development of the following) What does Full Time mean in this case is it during an incident or for the duration of the contract?

The steady state Key-Personnel are full time for the duration of the contract. Cadre or Deployment personnel are not No None

87 DSS

Is it the government’s preference for the contractor to provide licenses for all appointed COR, or, is the Government providing one single login credential for OHSEPR to gain access to the PMS?

The government does not expect the contractor to issue licenses to any government employee. No None

Contractual

88 DSS Does the government have a preferred frequency as it relates to the regular meetings with ACF OHSEPR?

Meeting frequency will be determined by government Program Manager, COR or OHSEPR leadership upon award and during Kickoff

No None

89 DSS PWS/C.3.2.1/Pg 7 (Maintain five (4) steady state key personnel) – Is it 5 or 4 steady state key personnel?

The government confirms there are only Four Key-Personnel. One Program Manager (Command Staff), one PM (planning Chief), One PM (cadre Manager), one OH&S officer

Yes Attachment 1 PWS has been updated

90 DSS PWS/C.3.3.1 Could the government provide more insight as it relates to the level of medical/ physical fitness that is desired for ERT and IMT personnel?

No, only qualifications will need to be fulfilled to satisfy the requirement on the RFP No None

Pete- are there any physical fitness requirements?

91 DSS PWS/C.4.1 (The contractor shall submit a deployment roster to ACF OHSEPR monthly ) When would this monthly submission start?

The first monthly submission for the deployment roster will be 45 days from contract award and then submitted with the monthly report thereafter.

No None Pete- Please confirm.

92 DSS PWS/C.3.4.3 {one high complexity IMT of fourteen (15)} – Should the number be 14 or

15. Can the Gov’t please clarify?

C.3.4.3 has been corrected to reflect fifteen (15) personnel for high complexity IMT.

Yes C.3.4.3 has been corrected to fifteen (15).

93 DSS PWS/C.3.4.2 Will OHSEPR provide a list of unmet needs that can be addressed by the Case Managers after the assessment?

A list of unmet needs that can be addressed by the Case Managers after the assessment can be shared after award or during a Disaster/Repatriation event

No None Pete to respond.

94 DSS PWS/C.3.4.2 Does the assessment include medical needs?

A list of unmet needs that can be addressed by the Case Managers after the assessment can be shared after award or during a Disaster/Repatriation event

No None Pete to respond.

95 DSS PWS/C.2

(The contractor shall provide all labor, supervision, and materials to support all recruiting, screening, credentialing, and training necessary to support and maintain five (4) steady state key personnel with the appropriate education and experience in accordance with Section H.). On page 23 Section H refers to Records Management and Retention. Can the Gov’t please direct us to correct reference?

The correct reference is Section C.4 of the PWS. Yes.