Questions Submitted (Standard Operations) 7_17_20 Government Response.xlsx
XLSX spreadsheet 34 KB Posted
- Attached to
- National Flood Insurance Program Standard Operations FIMA-15 Federal contract opportunity
- Solicitation number
- 70FA6020R00000004
- Issued by
- Federal Emergency Management Agency
About this file
This document contains questions submitted in response to a solicitation for National Flood Insurance Program Standard Operations support services. The solicitation seeks a contractor to provide support to Write Your Own insurance companies and the NFIP Direct Contractor in tracking, collecting, disseminating, maintaining, and updating flood insurance information. The contractor must also establish field offices during large-scale flooding events to expedite claims processing and coordination. Key details include the contractor supporting existing web portals and training programs, maintaining records in accordance with SOPs, and providing liaison support in each of the ten FEMA regions. The questions clarify requirements around office capacity, business continuity plans, historical claims volumes, portal responsibilities, and cost proposal assumptions.
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Other files for this federal contract opportunity
| File | Type | Posted |
|---|---|---|
| 1.1.3 Attachment 2_FIMA 15 StdOps Statement of Work 6July20 FINAL.pdf | ||
| 70FA6020R00000004 Final.pdf | ||
| Attachment 4 - FIMA 15 Past Performance Questionnaire.pdf | ||
| Attachment 1 FIMA 15 Cost Proposal Sheet.xlsx | XLSX spreadsheet | |
| Attachment 3.Resume Template.pdf | ||
| Attachment 5_SOW Appendix A - FIMA 15 StdOps Deliverables 14May20 FINAL.xlsx | XLSX spreadsheet | |
| Attachment 6 Service Contract Act Wage Determination.pdf |
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Text version
Sheet1
| Solicitation or Attachments RFQ Section | Paragraph No. | Page No.(s) | Question Category (Contract or Technical) | Question | Government Response | |
| 1 | Section 10; Part B; Task 4 | FRO Capacity | 23 | Technical | Is there past FRO documentation that can be shared to help specify office capacity and related standards for estimation purposes? | There is no documentation to share. A Flood Response Office is scaled to support the number of claims within the impacted area. FROs can vary in office size and capacity. The Standard Operations Contractor will propose a solution for each event that requires a Flood Response Office. |
| 2 | Section 8 | Business Continuity Plan | 7 | Technical | “The Business Continuity Plan shall be activated and operational within 24 hours of activation after determining an emergency has occurred.” Does activating the Business Continuity Plan apply only to Contractor resources located in Government controlled space affected by the emergency, or does activating it apply irrespective of impact to the Contractor resources located in Government controlled space affected by the emergency? | The activation applies to all Contractors supporting this contract, whether in a Government or Contractor owned space. |
| 3 | Section 10; Part A; Task 3 | Records Management | 10 | Technical | “The Contractor shall develop FEMA-approved SOPs [for Records Management in compliance with FEMA Manual 5400.2]” Do current SOPs exist that the Contractor can review? | Yes, the Government has existing SOPs. The SOPs will be distributed at the time of award. The Contractor is responsible for updating the SOPs based on any new guidance, policy, or regulations. |
| 4 | Section 10; Part A; Task 3.2 | Records Management | 10 | Technical | The Contractor shall maintain ten specific document types and scan within 30 days of receipt. 1) What are the anticipated volume rates of these document types and what is the approximate average page count for each? If possible, could you provide historical numbers? For example, page 9 states that the current mailing is 6 million; but not all are returned to be scanned. 2) Are scanned document files to be tagged (e.g., policy number) for future referencing? If so, what are the requiremenets? 3) Are we required to scan using FEMA TRIMS tool or can we propose another solution? 4) Will there be a backlog of files to scan? | The Government does not have anticipated volume rates at this time. Historical numbers are currently not available. Scanned documents are expected to be organized for searching purposes. The Government is not seeking any proposed solutions. At this time, there is no backlog anticipated. |
| 5 | Section 10; Part A; Task 6.1.10 | Web Portal | 13 | Technical | “The Contractor is to support the implementation of a Flood insurance Appeals web portal.” Does the NFIP intend to use a different contractor to design, develop, implement, and maintain the portal? Is the Contractor serving a supporting role to that contractor or is the Contractor directly responsible for the design, development, implementation, and maintenance of the portal? | The NFIP has another contractor for designing and maintaining the portal. The Offeror is expected to serve as a technical subject matter expert for all activities related to the Standard Operations scope. |
| 6 | Section 10; Part A; Task 6.1.12 | NFIP Direct and SOC Contractors | 13 | Technical | “The Contractor is to support the training of WYOs and NFIP Direct contractor,…” Who is the NFIP Direct contractor and what is the distinction between the roles of the NFIP Direct contractor and the NFIP SOC Contractor? | The current NFIP Direct contractor is Torrent. The NFIP Direct contractor supports all activities related to the NFIP Direct Program. The NFIP Standard Operations Contractor supports the both Write Your Own Companies & the NFIP Direct Contractor. The NFIP also has another contractor for training. The SOC will support as an SME for the Standard Operations scope. |
| 7 | Section 10; Part A; Task 9.1 | RO and JFO presence | 16 | Technical | “The Contractor may be required to sit within one of the Regional Offices or FEMA Joint Field Offices.” Does this mean one out of the 10 Regional Offices, or one in each of the 10 Regional Offices? | The NFIP is requiring one liaision per Region for a total of 10 liaisions. The Contractor is not expected to sit in a JFO. However, that Regional liaision may be ask to support JFO activities. |
| 8 | Section 10; Part A; Task 9.1 | RO and JFO presence | 16 | Technical | What other agencies comprise the FEMA Joint Field Offices? | A Joint Field Office is a temporary Federal facility established locally to provide a central point for Federal, State, local, and tribal executives with responsibility for incident oversight, direction, and/or assistance to effectively coordinate protection, prevention, preparedness, response, and recovery actions. |
| 9 | Section 10; Part A; Task 10.1 | Other Contractors | 17 | Technical | “Other contractors may be the lead for development and delivery of some deliverables.” Is the intention that the Contractor will be or may be responsible for developing any or more of the five bulleted documents listed? | The Offeror is expected to contribute by providing subject matter expertise, technical editing, proofreading, graphics and formatting support. |
| 10 | Section 10; Part A; Task 10.5 | Documentation Certification | 18 | Technical | What is the compliance expectation for Microsoft Office Specialist (MOS) Expert, Microsoft Publisher Certification, Adobe Certified Expert (ACE) certification qualification? | The Government expects the certificates to be active and current. |
| 11 | Section 10; Part A; Task 11.1.11 | Industry Management Tasks | 18 | Technical | "Weekly provide dashboard with the inventory of each daily task and the oldest receipt date." What is the scope and extent of daily tasks? | The Offeror is expected to assess the workload and provide solutions to the dashboard requirement. In addition, this effort is expected to scale up and back as workload and incident-support increase and decrease. |
| 12 | Section 10; Part A; Task 13.1 | Duplication Definition | 20 | Technical | “Reporting requirements shall be subjected to regular review for duplication and utility by the Contractor.” Does duplication mean submission of an old report as if it were a new report, or other? | Duplication means similar reports or requirements. |
| 14 | Section 10; Part B; Task 2.1.1 | Volume of re-inspections | 22 | Technical | What is the sample ratio that determines the volume of re-inspections? Has the WYO Control Plan been updated? | Less than 5% of claims will reinspected under RCQC. The WYO Financial Control Plan is currently being updated. |
| 15 | Section 10; Part B; Task 4.1 | Establishing FROs | 23 | Technical | Flood Response Office operations include recommending areas for a Flood Regional Office and research up to three potential office locations. Is this activity expected irrespective of a disaster, or in response to an actual disaster? | This activity is in response to an actual disaster (flood event). |
| 16 | Section 13 | Citizenship/Legal Permanent Residents | 27 | Technical | “All individuals will be U.S. Citizens.” Are Legal Permanent Residents (green card holders) prohibited from working for the Contractor? | Please search acquisition.gov site and look for 3052.204-71 Contractor employee access. |
| 17 | Section 14 | Paragraph (e) - ATO scope | 32 | Technical | “The Contractor shall not input, store, process, ... within a Contractor IT system without an Authority to Operate signed by the Headquarters…” Does the ATO requirement apply to the Contractor’s subcontractors? If so, what is the exception standard exempting from this requirement, e.g. a particular subcontractor’s size or role? | The ATO requirements applies to all Contractors and subcontractors on this contract. There are no exemptions. |
| 18 | Attachments | Appendix 5 Deliverables Table | Contract | Should the Standard Operating Procedures Package deliverable reference SOW Task 3 rather than SOW Task 1? | No. | |
| 19 | Attachment 1 - Cost Proposal Sheet | N/A | Letter of Credit Tab | Contract | What is the meaning of the reference to a Letter of Credit and how does it apply to these four items (expense description)? | A Letter of Credit is a Government funding mechanism. Approved expenses are paid through the Letter of Credit. |
| 20 | Attachment 1 - Cost Proposal Sheet | N/A | Letter of Credit Tab | Contract | What is the size requirement for a Flood Response Office? | A Flood Response Office is scaled to support the number of claims within the impacted area. The Standard Operations Contractor will propose a solution for each event that requires a Flood Response Office. |
| 21 | Attachment 1 - Cost Proposal Sheet | N/A | Letter of Credit Tab | Contract | Offices in different states/regions will have different rental rates, are we to propose an average rate that will be negotiated at time of response based on actual location? | Offerors should develop a cost proposal using average rates and provide a basis of estimation. Eligible incurred costs are reimbursable and will be negotiated at time of disaster response based on actual location. |
| 22 | Attachment 1 - Cost Proposal Sheet | N/A | Letter of Credit Tab | Contract | Labor in different states/regions will have different rental rates, are we to propose an average rate that will be negotiated at time of response based on actual location? How many individuals should be included in the monthly rate? | Offerors should develop a cost proposal using average rates and provide a basis of estimation. Eligible incurred costs are reimbursable and will be negotiated at time of disaster response based on actual location. |
| 23 | Attachment 1 - Cost Proposal Sheet | N/A | Letter of Credit Tab | Contract | Travel to different states/regions will have different rental rates, are we to propose an average rate that will be negotiated at time of response based on actual destination? Should this include transportation and per diem? | Offerors should develop a cost proposal using average rates and provide a basis of estimation. Eligible incurred costs are reimbursable and will be negotiated at time of disaster response based on actual location. |
| 24 | Attachment 1 - Cost Proposal Sheet | N/A | Letter of Credit Tab | Contract | For NFIP Mailings, how many per month and is this to only include the cost of postage? | FEMA will reimburse postage costs. |
| 25 | Attachment 1 - Cost Proposal Sheet | N/A | Letter of Credit Tab | Contract | Should the monthly price assume price per disaster? Monthly prices will be higher if there is more than one response active, how should this be addressed in the quote? | Offerors should develop a cost proposal using average rates and provide a basis of estimation. Eligible incurred costs are reimbursable and will be negotiated at time of disaster response based on actual location. |
| 26 | Attachment 1 - Cost Proposal Sheet | N/A | Letter of Credit Tab | Contract | Should yearly price be calculated at monthly times twelve with escalation in the option years? | Offerors should develop a cost proposal using average rates and provide a basis of estimation. Eligible incurred costs are reimbursable and will be negotiated at time of disaster response based on actual location. |
| 27 | Attachment 1 - Cost Proposal Sheet | N/A | ODC Tab | Contract | What is the square footage of the current warehouse facility? | Unknown. |
| 28 | Attachment 1 - Cost Proposal Sheet | N/A | ODC Tab | Contract | What size and how many courier vans are currently leased? | There is one van currently being leased. The NFIP is requiring a small compact courier van (minimum of 120 ft of cargo capacity). |
| 29 | Attachment 1 - Cost Proposal Sheet | N/A | ODC Tab | Contract | What is the monthly volume of shredding? | Unknown. |
| 30 | Attachment 1 - Cost Proposal Sheet | N/A | ODC Tab | Contract | Should yearly price be calculated at monthly times twelve with escalation in the option years? | Prices should be calculate based on your company's standard accounting practices and the basis for that calcuation provided in your proposal. |
| 31 | Attachment 1 - Cost Proposal Sheet | N/A | Price Source & Assumptions Tab | Contract | Please clarify the intent of the Price Sourced and Assumptions tab? | |
| 32 | Attachment 1 - Cost Proposal Sheet | N/A | N/A | Contract | Please confirm that this is not a GSA solicitation and offerors are not limited to approved GSA rates? | This not a GSA solicitation and offerors are not limited to approved GSA rates. |
| 33 | 70FA6020R00000004 Final | Section E - Solicitation Provisions | 60 | Contract | Is the fourth bullet on Phase 1 Factor 1: Demonstrated Relevant Prior Experience, "offeror shall provide contract number…" part of the 6 page written submission? How do we ensure compliance when stating this? | Demonstrated relevant experience speaks to the same thing but there is a Past Performance Questionare that must be provided at the appropriate time. Relavant experience should be explaned in Phase 1, as well as provide the details outlined in the solicitation. |
| 34 | Solicitation-Task 6/SOW TOC/ SOW Task 6-Policy Appeals | 1 | TOC SOW/page 11-SOW/Page 1-Solicitation/ | Technical | Recommend changing Task 6 Policy Appeals found in Section B, Part A Standard Operations to Appeals identified in the SOW TOC and the body of the document. | Noted. |
| 35 | Solicitation Part A/ SOW TOC Task 4-Flood Adjuster Registration Management | TOC | 2 | Technical | In the RFP TOC Flood adjuster management is listed in Part b task 4. In the SOW Flood response is task 4 under part b. Flood adjuster management is not shown in part b but is not list under task 7.7. Please clarify. | For information regarding Flood Adjuster Registration Management, refer to 7.7 Flood Adjuster Registration Management. |
| 36 | Solicitation, Instructions for Offerors-6. Page Size and Font | 6 | 41 | Technical | The font size for Phase 1 submission is listed as 12 point, would the government consider reducing the font to 11 pt.? | No. |
| 37 | SOW Section, Appendix A Deliverables | 1 | 7 | Technical | Several deliverables in SOW Appendix A show N/A as the SOW task. Please clarify which task these deliverables should be estimated against? | Offerers should estimate the entire list of deliverables in Appendix A. |
| 38 | Solicitation-Proposal Evaluation | E.10 | 61 | Technical | Based on the submission requirements, it seems like the government is requesting similar information for Factor 1 and Factor 4. Can the government please clarify what is the difference in the evaluation criteria for Factor 1 and Factor 4? |
| Factor 1 and 4 are separate requirements. Factor 1 provides a snapshot of a contractors performance in the flood insurance industry. Providing specific contract details will give the Government a better understanding of the contractor. Factor 4 is specific to contracts in order to allow the Government to verify references and review CPARS as required. |
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