Attachment 6 - Questions-ANSWERS Template - Corrected 101322.xlsx
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- Solicitation number
- 70FA4023R00000001
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Federal Emergency Management Agency
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Questions
| Question Number | Question/Comment | Recommendation | FEMA Response |
| 1 | Would FEMA consider an extension on the proposal due date? | 15 day extension recommended. | The phase proposal due date has been extended to from Friday, 10/14/22 to Monday, 10/17/22 |
| 2 | 2.2.1, Solicitation, B.2, Contract Type: It indicates the the ceiling value for the IDIQ contract is 23.5M however, on pg 58 section 52.216-19 Order Limitations, it states that no maximum order can be more than 23M. Is this referring to maximun task order under this IDIQ contract? | Please provide clarity on base vs. task order ceilings? | Corrected. The ceiling value has been changed to $23.2M in section B2 and in clause 52.216-19 (Section G.2). Yes, this clause is referring to the maximum task order under this IDIQ. |
| 3 | 2.2.1, Attachment, 6.2.3: Lists a number of potential task orders. How long will the contractor be given between solicitation and award? | 45 days are recommended prior to award. | FEMA anticipates that the IDIQ will be awarded on or about 11/15/22. However, Task orders will not be issued unit the awardee has submitted and DHS has approved the artificat documents (see section 6.1.5 of the PWS) It is estimated that this will take approximatly 30 days. |
| 4 | 2.2.1, Attachment, 6.1.1.1: Please confirm if the Program Manager is required to be a full-time onsite role? If not full-time please communicate anticpated hours nessecary to cover each site. | FT recommended depending on size of site. | The Program Manager's hours will be based on the amount of activity on the IDIQ. |
| 5 | Please confirm if this contract will be replace or complementing work performanced by the Federal Occupational Health Program team today? | It was my inderstanding this contract would replace existing internal support but I see contractor is encouraged to hire priority staffing (section 6.1.1.1) to include those on site. Recommendation to rebadge employees where it might make sense. | Current services being provided by FOH: Only the EAP portion of the requirement is still being handled by Federal Occupational Health (FOH),however,that may change which is why EAP section is included in this solicitation and will be activated when needed. Replacement of internal support: This contract will replace existing support that is currently in place. The new awardee will be required to replace those existing staff at fixed and disaster site Priority Staffing for fixed and disaster sites: Per section 6.1.1.1 of the PWS, priority staffing as to do with hiring local staff to decrease travel cost. |
| 6 | 2.2.1, Attachment, 6.1.4: Does FEMA currently use an electonic medical records system or any other type of medical recording keeping tool that will require integration? Please list any and all integration requirements. | Seeking more info. | At this time FEMA does not require any integration of records by the vendor into an existing electronic medical records system. |
| 7 | 2.2.1, Attachment, 6.1.4: What is the anticpated volume of tele-medicine visits on a monthly and quarterly bases. | Seeking more info. | Not considering the EAP/Worklife Program, FEMA expects less than 20 telemedicine visits per month on a routine basis. |
| 8 | 2.2.1, Attachment, 6.1.4: Please confirm if each site location is equipped with WiFi and any specific SLAs FEMA is aiming to achieve? Ex. Hours of availability, Time to connect, ? | Seeking more info. | Yes, FEMA Fixed and Disaster Locations are equipped with WiFi and Internet Access. Since the government may be providing access to the organization Information Technology Systems complying with all the items within the “Safeguarding for Sensitive Information (2015) clause and Cybersecurity Artifacts. |
| 9 | 2.2.1, Attachment, 6.1.4: Is the expectation, that tele-medical services will be provided both onsite and off site in disaster situations to enable treatment of impacted patients outside of the FEMA employee and volunteer population? | Yes we advise the importance of being able to provide care anywhere. | Yes, FEMA has an expectation to provide onsite and off-site to impacted patients of the FEMA employees, first responders, federal partners and other organizations responding to a disaster situation. This contract is NOT INTENDED TO provide TELE-medical or mental health services to the general public population. |
| 10 | 2.2.1, Attached, 6.1.4: Would FEMA see value in keeping on hand life saving portable medical devices that can be used both on site or carried into a disaster situation such as patient monitoring, ultrasound and AED? | Yes we would recommend that FEMA sites should be equipped with a strategic set of portable medical equipment soltuions that can rapidly support treatment and diagnosis both onsite as well as off site in a disaster situation such as portable patient monitoring, ultrasound, AED, wearables to monitor employee health etc. | Yes. FEMA has an expectation of a level of care that at least meets Advanced Cardiac Life Support standards to include patient monitoring (cardiac rhythm, BP, HR, RR, SaO2, ETCO2). Portable US would be value added but is not a current requirement. |
| 11 | 2.2.1, Attached, 6.1.4: Will FEMA approprate funds for the tele-medical equipment setup sepearely from billed utilization or is it expected that billed utilization will include usage cost of the platform? | Seeking more info. | No, FEMA will not appropriate separate funds for tele-medical equipment setup and expects all the expenses associated to be included under billed utilization. |
| 12 | 2.2.1, Attached, 6.1.5, Configuration Management Plan: Is there an need for onsite clinic design/ reconfirguation to comply with saftey standards? | Seeking more info. | No, FEMA does not requires onsite clinic design however it expects to be configured according to safety standards at the FEMA provided facility. |
| 13 | 2.2.1, Attached, 6.1.5, COVID: What safe guards are in place today to monitor employee health related to COVID during both on and off site situations? | Seeking more info. | FEMA Employees are (1)expected to self-monitor for flu-like symptoms and (2) prohibited from entering the workplace if ill. |
FEMA provides COVID-19 tests to employees to self-test if symptomatic unless the employee is only teleworking and does not interact with other employees or the public.
FEMA follows standard CDC and Safer Federal Workforce Task Force guidelines for testing, isolation, and management of close contacts.
FEMA DOES NOT conduct routine screening testing of asymptomatic employees under normal circumstances`.
| 14 | H.14 Small Business Subcontracting Plan: Does this requirement apply to only Large Businesses? Or are small businesses required to submit a plan as well? | Seeking clarification. | Yes. The subcontractin plan only applies to Large Businesses. |
| 15 | Do I need to set up a clinic for staff? | If the vendor is referring to the physical space that medical staff will be operating in, the answer is FEMA will provide a physical space for the staff to operate in. | |
| 16 | Are these specific locations staff with a medical doctor? | Awardee/Vendor must be prepared to staff the clinics with all the labor categories for the services listed in Section 1.0, detailed in Section 6.1, under CLINS 001, 002, 003, 004 (plus optional CLINs) and as requested in the Task Order. The labor categories are listed below: |
•Physicians (MD or DO) •Advanced Practice Providers (Physician Assistant and/or Nurse Practitioner) •Registered Nurses •Paramedics •Behavioral Licensed Professional Counselors
| 17 | Is this a 24hrs staffing requirement since employee health is required? | Yes, there may be instances where a FEMA Fixed or Disaster site may need to be staffed 24 hours and as requested in the Task Order. Please see reference under Contractors' Requirements Section 6.1.1.1. |
| 18 | Section B.2 Contract Type states IDIQ ceiling of $23.5 M vs Sect G.2 (b) states $23 M |
| Question: Which ceiling dollar value is correct? | Corrected. The ceiling value has been changed to $23.2M in section B2 and in clause 52.216-19 (Section G.2) | |
| 19 | L.1.3.1, GENERAL INSTRUCTIONS, p. 96 - |
Advisory down select
| Question: Could you please state how many days after Phase I submission the down select notifications will be provided? | This depends on how many proposals are received but the estimated timeframe is 6-7 day after the Phase I submission. This is not a guarnteed timeframe. | |
| 20 | 2.2.1 Attachment 2 – Pricing Template - Base period and all option period tables |
| Question: Line 41 includes “0”, should there be an item listed to include in the Health Unit Services - Flat rate to include all services listed as included services? | Corrected - Line 41 should have stated "Bedrest" for base and all options | |
| 21 | Page 96, section L.3.1 GENERAL INSTRUCTIONS, of the Solicitation refers to a Technical Volume I in Phase I and a Technical Volume II in Phase II. However, page 99 states: "Phase II proposals shall be organized as follows: The proposal shall be prepared in two (2) parts: a "Technical Proposal (Volume I)” and “Business Proposal (Volume II)" |
| Question: Can you please clarify how the Phase II Volumes should be labeled? | Corrected - Volume I should only be in Phase I and Phase II should only include the Volume II and the Business Proposal | |
| 22 | 52.219-9 Alt II Jan 2017 Small Business Subcontracting Plan |
XX(17) (i) 52.219-9, Small Business Subcontracting Plan (Mar 2020) (15 U.S.C. 637(d)(4)).
(ii) Alternate I (Nov 2016) of 52.219-9
(iii) Alternate II (Nov 2016) of 52.219-9.
(iv) Alternate III (Mar 2020) of 52.219-9.
(v) Alternate IV (Aug 2018) of 52.219-9
| Comment: Please confirm which version of the clause is incorporated into the solicitation. | Clause 52.219-9 Alt II has been removed. Clause 52.219-9 is checked under 52.212-5 | |
| 23 | H.14 Small Business Subcontracting Plan (pg. 30) - The RFP states that the Small Business Subcontracting Plan will be submitted within 30 days of award, however ALT II of the FAR 52.219-9 Clause incorporated into the RFP states the plan is to be submitted with the proposal. |
| Comment: Please clarify if the Subcontracting Plan is to be submitted with the proposal and if so confirm it is to be included within the Vol II: Price/Business volume. | We suggest the current version NOV 21 of the FAR clause be incorporated into the solicitation and not ALT II of the clause. | Corrected. In section I.2 (Clauses), changed 52,219-9 from Alt II and included Nov 2021 version of the clause. Per Section H.14, the sub-contracting plan is due to the Contracting Officer within 30 days after award. |
| 24 | The RFP states: The Contractor will need to maintain a database system that is medium or high-level Fed-Ramp compliant and shall meet the Authority to Operate (requirements noted under SAFEGUARDING OF SENSITIVE INFORMATION (MAR 2015) section (e) Authority to Operate) not later than 30 days prior to start of services. Is this database system provided by FEMA or is it the responsibility of the contractor to develop it? |
| This informaton is stated in the PWS..not the RFP. The database system is referring to the Contractors database system. | |||
| 25 | PWS 8.0 states that prior to incurring the expense, the Contractor is required to receive purchase authorization from the COR/CO and that receipts for expenses shall be included as part of the monthly invoice in which the reimbursement is requested. With 96 hour mobilization times, how quickly will the client approve these expenses? | When Awardee/Vendor responds to a Task Order, it will include the CLIN assigned to Travel Expenses with the estimated not-to-exceed funding amount to cover the costs of all mobilizations (per the vendor's proposed cost). The fully signed task order represents the approval, the expense document must be included in the Monthly Invoice for the payment process. | |
| 26 | Is the reference to the "National Recovery Communication Center" and the "Regional Recovery Communication Center" actually referring to the "National Response Coordination Center" and the "Regional Response Coordination Center"? | Adust references to the NRCC and RRCC as the "National Response Coordination Center" and the "Regional Response Coordination Center"? | Yes. Corrected in the PWS to "National Response Coordination Center (NRCC)" and the "Regional Response Coordination Center (RRCC)" |
| 27 | What is the expectation of medical personnel and health unit availability to adjust to accommodate FEMA Business Continuity Sites and alternate locations separate from those listed in Appendix A? | On a best effort basis, medical personnel may be deployed or augmented to accommodate FEMA personnel located in alternate locations for business continuity purposes with the location or transportation of such augmentations at the cost of the goernment. | Medical and mental health personnel are expected to be available during CORE hours of a deployment (usually 7AM-7PM) however this is dependent on the mission. Regular business hours are typically 8AM-430PM (with 30 min lunch) during non-deployment related events. While hours are mostly standard, there may be specific or unique circumstances that may differ from normal working hours. |
| 28 | Within what amount of time shall Disaster Site Clinic support be available upon the establishment of disaster site locations? Also, at what point is a disaster site deemed "functional" and ready to receive a Disaster Site Clinic (e.g., Establishment of a Joint Field Office)? | It is recommended that the Disaster site clinic is established at a point that coincides with the full functionalithy of a JFO. | The FEMA mission sometimes dictates quick responses to events. We ask our personnel to respond and be on site within 96 hours of initial notification. |
| 29 | Is there an expectation to establish multiple Disaster Site Clinics for a single disaster in different locations (e.g., Area Offices)? | Yes, FEMA may request to have more than one clinic in a single disaster, if needed. | |
| 30 | Will the Government make available full wrap around service support to Disaster Clinic personnel when located in remote, austere environments and locations (e.g., arctic, no hotels)? | Our responders may be required to work in remote or austere environments without hotels (responder lodgings/camps) and our medical and mental health providers would be expected to also operate in these conditions. | |
| 31 | Page 107, Factor 3 (Past Performance) states: "The oral presentation will be evaluated for their ability to mitigate potential problems and providing operable solutions related to the requirements." There are no instructions earlier in the soliciation for the preparation or delivery of an oral presentation, nor how it relates to Past Performance. | Please clarify or remove the reference to an oral presentation. | Correctd. Reference to oral presentation is deleted |
| 32 | Page 98, Factor 1, states "Offerors may reference up to five (5) five recent Government and/or commercial examples of experience in the presentation." By "presentation," is the Government mreferring to the 7 page Phase I document? | Please clarify the term "presentation" as used on page 98. | Correctd. Presentation changed to proposal… |
| 33 | For rows 36-60 and rows 81-102 on 2.2.1_Attachment_2_-Pricing_Template.xsls, is it permissible for the contractor to provide line item pricing for each item under acute/episodic care by nurse, and only invoice for services actually performed to save the government money by only paying for the specific services performed? | Change the pricing spreadsheet to request line-item pricing for rows 36-60 and rows 81-102, and provide approximate quantity for each type of service. | Clarification: FEMA expects one flat rate for all the services listed under Acute/Episodic Care. The list of services was not intended to request a rate per service. |
| 34 | In the 2.2.1_Attachment_2_-Pricing_Template.xsls Pricing document, Line 106 includes Missed procedure for appts made with a clinic, but that line item is not provided in CLIN 005 - Fees (for individual services provided), can "Missed procedure for appointments made with clinic" be added to CLIN 005 - Fees (for individual services provided for those performed at Fixed Sites? | Add a row in the CLIN 005-Fees (for individual services provided) section to include "Missed Procedure for appointments made with clinic" or a "no-show" fee | "Missed procedures for appts" is in line 106 of in the pricing template which is already included in CLIN 0005. |
| 35 | Section 6.1.3. of the PWS appears to require the contractor to assist FEMA to develop and implement a medical employability and fitness for duty program to include examinations, will this requirement include the determination of examination protocols, possibly including various occupational health tests and diagnostics? And, if so, is the contractor expected to include fixed-rates for the host of occupational health tests and diagnostics that may be required following completion of this consultative requirement? Also, is it acceptable to assume, that the cost per medical employability and/or fitness-for-duty evaluation will not be able to be determined until section 6.1.3. has been completed? If not, does FEMA have existing medical employability and/or fitness-for-duty protocols that can be used to base our proposal on? | Recommend FEMA request a comprehensive list of pricing that could be required in the development of a medical employability and fitness for duty program including examinations in order to assess cost competitiveness generally despite needing to still develop and thereafter implement the program. | The contractor would be expected to include fixed-rate quotes for various tests and diagnostics, including fit-for-duty psychological evaluations and physical health evaluations. The contractor should also provide which tests (medical or psychological) are included in the battery, profile or panel (chest xray, EKG, cognitive, etc). |
| 36 | Section 6.1.3. of the PWS is reflected in the schedule of values as having a quantity of 10. Does this quantity reflect the need to perform this requirement across the ten FEMA fixed sites? | Please clarify the requirement and confirm the quantity of 10. | See line 67 in the Pricing Template (Medical Employability and Consultation) . The Quantity of 10 refers to the number of employess that may need examinations for this service. However note that the pricing template is being used for evaluation purposes and may not necessarily be an actual representation of the actual requirement |
| 37 | COVID-19 Testing is listed in the 2.2.1_Attachment_2_-Pricing_Template.xsls Pricing document lines 73-75 as taking place in three manners relating to where the test kits are obtained from; however, the spreadsheet does not provide a means for differentiating amongst the COVID-19 testing methodologies required in the PWS (Rapid testing, PCR and/or “testing capabilities developed in the future”). Are contractors expected to price testing methodologies separately or solely as categorized by the spreadsheet? | Recommend line item pricing for all 3 approaches listed in the PWS for each of the 3 testing methodologies. | Pricing Sheet corrected to stated the following: Special test-COVID-19 - Rapid Test /At Home Test, Special test - COVID-19 - PCR Testing, Special Test- COVID-19 -Voucher outreach, (See lines 73-75 and 107-109) |
| 38 | Are all CLIN 005 requirements to be performed exclusively at the contractor-provided external health unit locations or will this work be split between the fixed, disaster and external health units? If there is a split, what is the determining factor or factors for deciding which unit to utilize? | CLIN 0005 will be split between Disaster, Fixed and External Health units. The task order will specify which staff and unit is needed. | |
| 39 | How does FEMA want the contractor to capture the costs for the variable employee work hours required for the support staff to assist the Program Manager during a disaster response, to include extraction and collation of data for reporting requirements referenced within section 9.0.? | Contractor should consult with their pricing team for pricing strategy. | |
| 40 | How does FEMA want the contractor to capture the costs for the employee work hours required for the support staff to assist the Program Manager in day to day operations, to include extraction and collation of data for reporting requirements within section 9.0? | Contractor should consult with their pricing team for pricing strategy. | |
| 41 | Can FEMA verify that the requirement for "Special Test -COVID 19" (pricing template line 73 & 107) test kits are referring to rapid lateral flow test kits? | Pricing Sheet corrected to stated the following: Special test-COVID-19 - Rapid Test /At Home Test, Special test - COVID-19 - PCR Testing, Special Test- COVID-19 -Voucher outreach, (See lines 73-75 and 107-109) | |
| 42 | How does FEMA want the contractor to identify the costs involved with the various methods of COVID testing (e.g., Rapid vs PCR vs Voucher)? | Pricing Sheet corrected to stated the following: Special test-COVID-19 - Rapid Test /At Home Test, Special test - COVID-19 - PCR Testing, Special Test- COVID-19 -Voucher outreach, (See lines 73-75 and 107-109) | |
| 43 | Can FEMA confirm that Region 7 is no longer a "fixed site" requiring a Health Unit? No longer listed as a fixed site in 6.1.1.2 but sill listed a such on pricing template line 9 | Confirmed. Region VII no longer is requires a separate Health Unit. Also, the Registered Nurse for Region VII on the chart on page 6 of the PWS has been removed | |
| 44 | In the Pricing Template, what do the values in Column C represent? | The Quantities in Column C for CLINs 0001, 0002, and 003 (Base and Option) of the pricing template have been deleted. The totals in column H of these CLINs have been revised not to include that quantities that were in Column H. | |
| 45 | The Pricing Template contains cells shaded gray (for example, cells E13:E15, G10:G15, G36:G60, G81:G102). Should these cells remain empty or is the Contractor expected to provide inputs? | The cells should remain empty. | |
| 4+A47:D506 | In the Pricing Template under CLIN 0002, both a quantity of hours and an estimated work schedule are provided for Stress Counselors. The quantity of hours is 448. The schedule calls for coverage of 672 hours (12*7*4*2). | Correction in Template to either Hrs or Estimated Work Schedule so that the two align or provide clarification | The pricing template is being used for evaluation purposes and may not necessarily be an actual representation of the actual requirement. The work schedules listed in the pricing template have been deleted so not to cause confusion. |
| 47 | In the Pricing Template under CLIN 0003, both a quantity of hours and an estimated work schedule are provided for all positions. The quantity of hours is 764. The schedule calls for coverage of 1008 hours (12*7*4*3). | Correction in Template to either Hrs or Estimated Work Schedule so that the two align or provide clarification | The pricing template is being used for evaluation purposes and may not necessarily be an actual representation of the actual requirement. The work schedules listed in the pricing template have been deleted so not to cause confusion. |
| 48 | In the Pricing Template under CLIN 0004, both a quantity of hours and an estimated work schedule are provided for both positions. The quantity of hours is 256. The schedule calls for coverage of 64 hours (8*5 + 12*2). Does this indicate a duration of four weeks, or a requirement of four personnel? | Correction in Template to either Hrs or Estimated Work Schedule so that the two align or provide clarification | The pricing template is being used for evaluation purposes and may not necessarily be an actual representation of the actual requirement. The work schedules listed in the pricing template have been deleted so not to cause confusion. |
| 49 | In the Draft PWS, the fixed site locations included the Headquarters and Regions IV and VII. In the Final PWS, the fixed site locations listed on page 5 only include the Headquarters and Region IV, however, the Staffing Services table on page 6 includes a Registered Nurse in Region VII. | Please clarify if the Region VII Registered Nurse shouold be removed from the table on page 6. | Region VII no longer is requires a separate Health Unit. Also, the Registered Nurse on the chart on page 6 of the PWS has been removed |
| 50 | In the document titled "FEMA MBHS FINAL +Attachment+5+-+Contractor+Assurance+Statement+(sign+-+Phase+II)" - the last paragraph on page 1 has some error in double text. | Can the Government clarify this language? | Attachment 5 - Contractor Assurance Document corrected, see v2. The language stated: "At a minimum, offerors shall include: |
1) the offeror’s delivery plans, including, but not limited to, any agreements and/or arrangements with suppliers, providing as much detail necessary to explain how the statement of work will be accomplished within this working relationship."
51 In the RFP, Section M.4.4 Technical Proposal Evaluation Factors, page 107, Factor 3 - Past Performance states: "The Offerors will be evaluated for their demonstration and ability to respond to pre-determined questions, related to the requirements including their ability to apply proposed staffing and management approach to scenario-based questions. The oral presentation will be evaluated for their ability to mitigate potential problems and providing operable solutions related to the requirements. The oral presentation will be evaluated for the ability to communicate and express technical ideas."
This does not seem to be the correct verbiage for how the Past Performance will be evaluated. It also mentions an oral presentation, which is not mentioned anywhere else in the RFP. Please clarify how the Past Performance will be evaluated and confirm that there is no oral presentation component of this solicitation.
| Section M.4.4 is corrected to remove the language that referrs to "pre-determined questions and oral presentations". | |
| 52 | In the RFP, Section M.4.4 Technical Proposal Evaluation Factors, page 107, Factor 3 - Past Performance states: "The Offerors will be evaluated for their demonstration and ability to respond to pre-determined questions, related to the requirements including their ability to apply proposed staffing and management approach to scenario-based questions. The oral presentation will be evaluated for their ability to mitigate potential problems and providing operable solutions related to the requirements. The oral presentation will be evaluated for the ability to communicate and express technical ideas." |
This does not seem to be the correct verbiage for how the Past Performance will be evaluated. It also mentions an oral presentation, which is not mentioned anywhere else in the RFP. Please confirm there are no "scenario-based questions" included in either the RFP or the PWS. There are no scenario-based questions in this RFP… Section M.4.4 has been updated to state: The Government will assess the offerors recent and relevant past performance that demonstrates the ability of the Offeror to successfully perform the requirements of the PWS. The offeror shall submit information provided to demonstrate relevant past performance and shall be in the range of the last three to five years and similar in size and scope to the requirement. The government reserves the right to conduct telephone interviews to validate information provided in the past performance questionnaires and to obtain additional information from other internal and external sources, if known
The Government will also check performance information in Contractor Performance Assessment Reporting System (CPARS)
| 53 | In the RFP, Section L.3.1 under "Factor 1: Technical Capability - Submission Instructions & Methodology", there is a list of U.S. territories but the U.S. Virgin Islands are not listed. In the PWS, however, they are listed. | Please clarify if USVI are included in the scope. | RFP corrected to add USVI to the Scope. |
| 54 | CLIN 0002 in the pricing spreadsheet appears to have a few errors. Region VII is specifically called out in the header row 9 (and in the PWS Section 6.1.1.2 (pg 6)) in the same vein as HQ and Region IV but it is unclear why this region is specifically called out. Region VII is also listed in the External Regional Health Units section (PWS Section 6.1.1.2 (pg 6)). | Does Region VII have an existing health unit on FEMA property, or is it intended to be an external health unit? | Region VII no longer requires a separate Health Unit. Row 9 on the pricing template has been corrected to remove Region VII from the title of CLIN 0002. lso the Registered Nurse for Region VII in the chart on page 6 of the PWS has been removed (strikethrough) |
| 55 | CLIN 0002 in the pricing spreadsheet appears to have a few errors. Region VII is specifically called out in the header row 9 (and in the PWS Section 6.1.1.2 (pg 6)) in the same vein as HQ and Region IV but it is unclear why this region is specifically called out. Region VII is also listed in the External Regional Health Units section (PWS Section 6.1.1.2 (pg 6)). | Will the Government clarify where the Offeror should include the labor rate for the staff supporting the External Health Units? | Region VII no longer is requires a separate Health Unit. Row 9 on the pricing template has been corrected to remove Region VII from the title of CLIN 0002. Also the Registered Nurse for Region VII in the chart on page 6 of the PWS has been removed (strikethrough) |
| 56 | In the PWS under 6.2.1 Behavioral Health and Management Oversight, the government states "Oversight management staffing shall include a program director" but there is no position identified as program director. | Please clarify if this position is intended to be the Behavioral Health Project Manager, Physician Oversight? | 6.2.1 corrected to state Program Manager instead of Program Director |
| 57 | On page 33 of 108 of the solicitation, the government lists HSAR Clause 3052.219-70 Small Business Subcontracting Plan Reporting as a required clause incorporated by reference, however it appears this clause has been removed in the HSAR. (Reference HSAR 06-01-2006, page 52-37. Reference link: HSAR 2006 conformed thru Sep 2014 (CLEAN COPY) - Oct 2, 2014 (dhs.gov)). | Would the government please clarify whether this clause will be removed from the list of clauses incorporated by reference? | 3052.219-70 has been removed,. Per H.14, there is still a requirement to submit a Sub-Contracting Plan with 30 days after contract award. |
| 58 | The Government intends to notify Phase I Offerors via an Advisory Notification, but does not specify a timeframe in which this will occur. | Can the Government please provide an estimated date range as to when Advisory Notifications will be sent? | This depends on how many proposals are received but the estimated timeframe is 6-7 day after the Phase I submission. This is not a guarnteed timeframe. |
| 59 | In Attachment 2 - Pricing Template, in each of the tabs from Base Year through Option 4, row 70 is for "EAP/Worklife and Back Up Dependent - Optional," with a Quantity of 5,000. | EAP/Worklife includes several elements such as financial and legal advice, education kits, work/life consultations, etc. Can the Government please clarify what the quantity of 5,000 represents? | 5,000 is the estimated number of people that may need service. Unfortunately, FEMA cannot provide a services utilization breakdown among the EAP/Worklife elements such as such as financial and legal advice, education kits, work/life consultations, etc. Also note that the pricing template is being used for evaluation purposes and may not necessarily be an actual representation of the actual requirement |
| 60 | Is the Government (FEMA) going to sponsor the awardee with an ATO prior to service delivery? | No, the awardee (which would be a contractor) FEMA does not issue ATOs for any contractor owned systems. | |
| 61 | Will a NIST 800-53 system that is on prem and not FEDRAMP Cloud be applicable as it meets the same security standards? | The security standards are established through the FIPS-199 process which determines the Standards for Security Categorization of Federal Information and Information Systems which would drive the security standards that are required | |
| 62 | The Solicitation (Section 6.2.3.9) states "*Work-life, EAP, and Backup dependent care pricing are combined and based on a per usage basis." Could FEMA please provide historical usage data to support contractors in estimating a combined PEPM for these services? | To promote realistic and reasonable pricing, it is our recommendation that FEMA provide historical usage data to support contractors in estimating a combined PEPM for these services. | 800 is the estimated number of people who received services under this program. Unfortunately, FEMA cannot provide a services utilization breakdown among the EAP/Worklife elements such as such as financial and legal advice, education kits, work/life consultations, etc. |
| 63 | The Solicitation (Section 6.2.3) includes the requirement for Professional Care Program Management and Education Kits. Could FEMA please provide historical usage data for Professional Care Program Management and Education Kits to support contractors in estimating the PEPM for these services? | To promote realistic and reasonable pricing, it is our recommendation that FEMA provide historical usage data to support contractors in estimating a PEPM for Professional Care Program Management services and Education Kits. | 800 is the estimated number of people who received services under this program. Unfortunately, FEMA cannot provide a services utilization breakdown among the EAP/Worklife elements such as such as financial and legal advice, education kits, work/life consultations, etc. |
| 64 | With regard to Attachment 2, CLIN 0008, would FEMA consider putting a NTE number for the bio-hazardous waste disposal line item as the amount of waste material generated will vary by mission and disaster size? | Utilize a NTE figure, similar to what FEMA proposed for CLIN 0007. | The amount of waste disposal should be estimated for each disaster. Although the cost may vary, the vendor should use an average cost. |
| 65 | With regard to Attachment 2, CLIN 0009, please define what items should be included with the "Go Kit"? | Include a list of equipment and materials that should be in the Go Kit for both large and small scale deployments in order to have an apples-to-apples comparison between bidders. | A “Go Kit” for medical personnel would include the ability to take a complete set of vital signs (blood pressure, pulse ox, thermometer, stethoscope), cardiac monitor/life pack capable of defibrillation and synchronized cardioversion for ACLS providers, AED for BCLS providers, basic first aid supplies (wound care/splits/slings), basic ACLS drugs (for providers) Epinephrine for anaphylaxis, bag valve mask, airway kits (appropriate for level of training),IV supplies, sick call medications (minimum common OTCs, additional as per level of training). |
| 66 | With regard to Attachment 1, paragraph 6.2.3.7 Educational Kits, please clarify if these items need to be priced and, if so, under which CLIN do they fall? | If the items need to be included, add a CLIN in Attachment 2 for Educational Kits. | Should this cost for materials be included in the pricing sheet under "EAP/Worklife and Back-up Dependent Care" |
| 67 | Will Q&A be provided ahead of the Phase 1 due date of 10/14/22? | To promote consistancy for better evaluation of submitted proposals it is our recomendation that Q&A be provided prior to 10/14/22. | Yes. If the answers to the questions are delayed, then due date for Phase I proposal will be extended accordingly |
| 68 | As it relates to the information technology (IT) systems, is there any requirement for interoperability to/with any other DHS, FEMA or other Federal system? If so, what system(s) and what are the integration requirements? | This would be addressed with Interoperability group after award. | |
| 69 | As it relates to the IT systems, are there any requirement for IT standards (e.g., HL7 FHIR, ANSI X.12 EDI, etc.)? | The IT standards would need to established to adhere to the type of data processed, in this case (PII data) which would align to the HSAR requirements (safeguarding of FEMA data). | |
| 70 | Does FEMA have security and accreditation office for which the contractor to work with for the Authority to Operate (ATO)? | FEMA does not issue ATOs for contractor systems, for reference the OCISO Compliance Div. oversees this process. FEMA-compliance-ato-readiness fema-compliance-ato-readiness@fema.dhs.gov | |
| 71 | By when does FEMA expect to have Interim ATO (IATO) for the IT system(s) post task order? | FEMA does not issue ATOs for contractor systems, the contractor would have to provide evidence of ATO status/security posture of the systems being utilized to process and store data 30 days after award in association with the contract (HSAR). | |
| 72 | What is FEMA's expectation for how many telemedicine transactions in a given time period (per month or per year)? | Not considering the EAP/Worklife Program, FEMA expect less than 20 telemedicine visits per month on a routine basis | |
| 73 | There appear to be pricing requirements for Telehealth that include a variable (per instance) cost as (CLIN 0005) well as an option to price the fixed (one time start up that would include ATO coordination and software licensing) costs associated (CLIN 0008). Are we understating FEMAs intent in this regard accurately? | The government will not financially sponsor or cover the expenses or fees related to the coordination or software licensing or system approval. This will be the vendor's cost of doing business. | |
| 74 | With respect to the TeleHealth capability, since there will be IT infrastructure (Fed Ramp and ATO coordination and other unknown FEMA security requirements that may need to be addressed) along with unknown volume/use requirements does FEMA require pricing at this point for “Interim Operating Capability” (fixed costs with demonstrative ability) or for “Full Operating Capability” (pricing for a fully functioning capability)? | The government will not financially sponsor or cover the expenses or fees related to the coordination or software licensing or system approval. This will be the vendor's cost of doing business. | |
| 75 | Section 6.0 of the PWS states in part that “The Contractor will need to maintain a database system that is medium or high-level Fed-Ramp compliant and shall meet the Authority to Operate (requirements noted under SAFEGUARDING OF SENSITIVE INFORMATION (MAR 2015) section (e) Authority to Operate) not later than 30 days prior to start of services.” |
Procuring, resourcing, and standing up an enterprise-wide electronic medical record documentation capability requires a few important pre-requisite steps that include:
- Resourcing the start-up (one-time, fixed component of this pricing necessary to initiate and then complete the application for coordination of Authority to Operate (ATO) from FEMA IT). We assume this will take place at contract award.
- Providing for the time required for the work and coordination associated with the application, review and award of an ATO to be completed (duration will be dependent upon FEMA IT’s coordination timing and any FEMA-specific ATO requirements that have not been detailed within this RFP)
- Once the associated ATO has been issued by FEMA and this new enterprise-wide capability is up and running, at that point in time users across FEMA will be able to begin utilizing this capability to document care and services (typically a number of months after contract award as FEMA completes the issuance of the ATO)
| Is it the Government's intent to solicit applications and then review and issue ATOs to all vendors within the competitive range within 30 days of the beginning of contract services? If not, then the necessary timeline associated with the start-up of this enterprise capability may need to be considered and the expected availability timeframe adjusted in the RFP based upon Government IT’s ability to process, coordinate and award an ATO. | The Govenrment does not issue ATOs to Contractors, FEMA accepts them. However, the vendor will be required to submit artifacts and FEMA will approve. | ||
| 76 | Is it FEMA’s intent to procure a free-standing and fully functioning enterprise-wide Electronic Medical Record capability as part of this procurement, or is FEMA seeking the capability to document and share care delivered within the scope of services described in this contract? | FEMA seeking the capability to document and share care delivered within the scope of services described in this contrac | |
| 77 | How long does the Government project that advisory notifications will be provided after the submission of Phase I? Will the Government extend the due date of the Phase II submissions based on how long this process takes? | This depends on how many proposals are received but the estimated timeframe is 6-7 day after the Phase I submission. This is not a guarnteed timeframe. | |
| 78 | The Phase I submission defines a "relevant contract" as "similar scope and complexity with an approximate completion dollar value of $10,000,000 or more." Given the current contracting environment for these services (smaller contracts distributed among multiple contractors) this completion dollar value seems to exclude potential contractors from submitting a number of otherwise highly relevant contracts supporting similar services. | We recommend the Government remove the completion dollar value amount from the definition of relevance. | The dollar value will remain at $10M |
| 79 | With the unknown nature and locations FEMA provides services could make it difficult to live up to ceiling rates. Can the pricing be “representative pricing” and not ceiling rates? Alternatively, to make it a comparable comparison can the government provide a representative location for disaster for us all to price? | The ceiling price will remain at $23.2M and the location will be anywhere in the US and its territories. Actual travel will be priced at the task order level and Awardee/Vendor shall use the GSA rates guidance for Perdiem, Meals and Incidentals Breakdown, Lodging and Transportation expenses when providing pricing | |
| 80 | Is CLIN 0005 Acute/Episodic Care of 400 services for flat rate needed? This is not currently on contract and is covered with the nurse hourly rates. | DO NOT PRICE (Acute/Espisodic Care): this cost was removed from the pricing temaplate as the services under the Acute/Espisodic care will be covered by the nurses hourly rates | |
| 81 | If travel is needed beyond the rates provided will the task orders be allowed to go above and beyond those rates? | Yes, The travel pricing is an estimate and will be used for consistency in pricing between offerors ss long as the overall IDIQ ceiling price is reached. Actual travel will be priced at the task order level. | |
| 82 | Does the government want an area nurse manager for this contract? It is our understanding that this position is currently provided, but it does not appear on the price sheet. | No, an area nurse manager is not required. | |
| 83 | How many fixed sites are currently open and which regions? | The fixed sites are listed in the PWS and the offeror should be prepared to staff those sites if a task order is issued. | |
| 84 | How many disaster sites are currently open and in which states? | There are many disaster sites that are currently open, but not all disaster require medical and behavioral health services. Therefore, providing this information is not necssary. | |
| 85 | L.3.1/p 97 of the Solicitation states in "Page Limit" that additional pages allowed for Phase I/Volume I include a 1-page cover sheet, 1-page table of contents, and 1-page executive summary; however, later on the same page, the Government states that "The Offeror’s proposal submission shall total no more than seven (7) pages (excluding the cover page)." |
L.3.1/p 99 of the Solicitation states in "Advisory Notification" that "Offerors who were not among the most competitive will be advised that they are unlikely to be viable competitors. The intent of this advice is to minimize proposal development costs for those Offerors with little chance of receiving an award "shall total no more than 15 pages (excluding cover sheet and resumes)" (emphasis added); however, in "Additional Pages" the Government also permits a 1-page table of contents and a 1-page executive summary. On p 97, we respectfully recommend the Government replace "(excluding the cover page)" with "(excluding the Additional Pages listed under Page Limit)" to remove the potentially conflicting guidance to offerors.
| On p 99, we respectfully recommend the Government replace "(excluding cover sheet and resumes)" with "(excluding resumes and the Additional Pages listed under Page Limit)" to remove the potentially conflicting guidance to offerors. | Page 97: Clarification is being provided that the additional pages are not included in the page count for Phases I (Corrected to state "Additional Pages (not included in the 7-page count)"….. Page 99: Clarification is being provided that the additional pages are not included in the page count for Phase II (Corrected to state "Additional Pages (not included in the 15-page count)" | |||
| 86 | L.3.1/p 98 of the Solicitation states under "Advisory Notification" that "Offerors who were not among the most competitive will be advised that they are unlikely to be viable competitors. The intent of this advice is to minimize proposal development costs for those Offerors with little chance of receiving an award." | Given that there are currently only two weeks between the submission of Phase I/Volume I and the due date for Phase II, offerors will need to continue proposal development while waiting for the Government's adjudication of Phase I. To better meet its intention to minimize offerors' proposal development costs, will the Government consider a 2- week extension of Phase II's due date? This will better allow the Government the time to evaluate and notify offerors. | Phase II due dates will not be extended at this time. | |
| 87 | L.3.1/p 100 of the Solicitation outlines requirements for large-business offerors to provide technical narrative not required of small-business offerors; however, this additional narrative requirement is not currently exempt from page limit. | To ensure that all small business offerors are subject to the same page limitations as large business offerors, we respectfully request that the Government amend the Page Limit/Limitations sections on p 99 and 100 to exclude this requirement from page limit. | ||
| For Large Businesses Only: Narative of how large business will incorporate small businesse subcontracts not be counted in page count. The following language was added to this section of the solicitation, "This narrative will not be counted in the page count and shall be limited to one page", (see Factor 2, Staffing and Managment Approach, page 100) | ||||
| 88 | Under the evaluation criteria for Factor 1 - Technical Capability in M.4.4/p 107 of the Solicitation, the Government states that "Past Performance will be evaluated as an element of Corporate Experience but will not receive its own rating;" however, "Corporate Experience" is not listed as an evaluation factor, and Past Performance is Factor 3. |
M.4.2/p 105 of the Solicitation "Order of Importance - Tradeoff" states "...Factor 1 - Corporate Experience being more important…" Factor 1 is listed as "Technical Capability" in other sections of the solicitation. 1. Will the Government please clarify whether "Corporate Experience" is one and the same as "Technical Capability"?
2. Will the Government please clarify how it intends to use Factor 3, Past Performance, in its evaluation of Factor 1, Technical Capability?
| 3. Please clarify the order of importance in M.4.2. | Corrected - Page 107.. Language referring to Corporate Experience not having its own language was deleted (Strikethrough). Past Performance is its own factor and will be evaluated as Factor 3. Corrected M.4.2 (page 105) Changed Corporate Experience to Technical Capability. | |||
| 89 | In L.3.1/p 98 and M.4.4/p 107, the Government references an oral presentation; however, all other instructions pertain only to written proposals. | Will the Government please clarify whether an oral presentation will be part of this requirement and provide further guidance as to duration limit, anticipated date(s), any technology requirements/compatibility, etc.? | Reference to Oral Presentation has been deleted (strikethrough) from the solicitation. | |
| 90 | Section B.2/p 15 of the Solicitation states that the IDIQ ceiling value is $23.5M. Section G2(b) provides a ceiling of $23 million. FAR 52.216-9 provides a maximum combination of items is $23,000,000.00. | Please clarify the IDIQ ceiling amount. | The ceiling value throught the document is changed to read $23.2M | |
| 91 | H.15/p 30 of the Solicitation, "Hazardous Events" states "The contractor shall submit a contingency plan to the COR for any event that may interrupt contractual services." |
| Is the contingency plan required only upon instance of the event or is a plan required at the beginning of the contract? | Please clarify the contingency plan requirement. | A contingency plan shall be provided at the beginning of the contract. | ||
| 92 | I.2/p 32 of the Solicitation includes FAR 52.230-2 Cost Accounting Standards. However, this is not applicable for competed contracts. | Please remove the clause. | Clause 52.230-2 has been deleted (Strikethrough) | |
| 93 | I.2/p 32 of the Solicitation includes FAR 52.230-6 Administration of Cost Accounting Standards. However, this is not required in competitive acquisitions. | Please remove the clause. | Clause 52.230-6 has been deleted (Strikethrough) | |
| 94 | 11.0/p 34 of Attachment 1- PWS "Government Furnished Items" states that "FEMA may provide…" Should offerors assume this equipment is unavailable? | Please provide an accurate status of available equipment. Can the Gov't please clarify what equipment will be furnished? | This is dependent on the location. The vendor will be provided this information at the task order level. |
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