Responses_to_Ctr_questions_RFP_70FB7019R00000008_3-25-19.xlsx
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- Attached to
- FEMA Housing Inspection Services Contract Federal contract opportunity
- Solicitation number
- 70FB7019R00000008
About this file
This request for proposal solicits housing inspection services for FEMA's Individual Assistance Program. Offerors will provide residential damage assessments for survivors affected by presidentially declared disasters within the United States, U.S. Territories, and Native American Reservations. The services include collecting data related to property damage, habitability, ownership verification, damage to personal property and vehicles, photos of residential damage, and other disaster-related expenses. FEMA will award one or more indefinite delivery indefinite quantity contracts for a five-year period of performance from July 2019 to June 2024. The base period is four months with four 12-month option periods and an eighth-month option period. Proposals are due by March 28, 2019.
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| # | Date | Reference | Question | Date | Govt. Response |
| 1 | 3/6/19 | RFP, Section B, Page B-2, Paragraph B.11 | Please clarify if this is for each potential contract awarded or if it is overall and each contacts maximum will be $471,500,000.00. | 3/25/19 | The amount referenced in the RFP is the estimated ceiling for "each" contract awarded which is $943M. |
| 2 | 3/6/19 | RFP, Section H, Page H3-4, Paragraph H.11 | Please clarify that all FTR-allowable inspector travel expenses are reimbursable as ODC's under the cost reimbursable CLINs 0003-AN of the contract. | 3/25/19 | Correct, per the information in Attachment 5.2 Operations Cost Model Narrative dated 3-17-19 for CLIN 0003AN Travel Expenses: FEMA approved travel in accordance with Federal Travel Regulations guidelines. |
| 3 | 3/6/19 | RFP, Section H, Page H-1, Paragraph H.1, Paragraph 1; RFP, Page I-13, Section I.11 (c)(1); RFP, Page L-6-15, Section L.12 Instructions for Preparation of Proposal, Page M-2 - 5, M.6, Criteria for Proposal Ratings, and Attachment #3, Technical Exhibit 1, Page 9, Section I.11, (c )(1) and Attachment #3, Technical Exhibit 1 indicates a subcontracting plan is to be included with an offeror's proposal. | Is the subcontracting plan to be included in Volume 1? How will the subcontracting plan be evaluated? | 3/25/19 | The subcontracting plan shall be submitted in Volume I in accordance with the instructions in paragraph 1.2.4. The subcontracting plan will be evaluated by the CO in accordance with FAR 19.704, FAR 19.705-4(c)-- Reviewing the Subcontracting Plan, and RFP Clause 52.219-9 SMALL BUSINESS SUBCONTRACTING PLAN. |
| 4 | 3/6/19 | RFP, Section H, Page H-3, Section H.10 Contract Performance Reporting, Paragraph a. | Would the Government please clarify the "earned contract incentives" to be used when evaluating contractor performance? | 3/25/19 | Text "and earned incentives" deleted from RFP |
| 5 | 3/6/19 | RFP, Section H, Page H-4, H.13, Security Requirements, Paragraph 2: This sentence appears to be incomplete. | Would the Government please clarify. | 3/25/19 | The sentence in incomplete and is corrected as follow: A paragraph header should be before the word "Access" that designates this sentence as a header. The paragraph should be labeled "13.1". Paragraph beginning with "The specific details" should be preceded by the text "13.2" as a paragraph identifier. Corrected in amendment. |
| 6 | 3/6/19 | RFP, Section K: Section K has a different RFP# at the top of the page - 70FB7018R00000023. The rest of the RFP is RFP#70FB7019R00000008 | Please provide a revised Section K with correct RFP number to be submitted with the proposal. | 3/25/19 | The correct number is 70FB7019R00000008. This is addressed in the amendment to RFP. |
| 7 | 3/6/19 | RFP, Section L, Page L-7, Section L, L.12 Proposal Documents | Would FEMA allow the use of a graphic cover as the first page of each Volume? If yes, could you please confirm that this cover will NOT count towards the page limit when a page limit is specified. | 3/25/19 | Yes, FEMA will allow the use of a graphic cover as the first page of each Volume. The page will not count towards the page limit count. |
| 8 | 3/6/19 | RFP, Section L, Page L-7, L.12 Proposal Documents: The RFP asks for two versions of Volume 2: one redacted and one non-redacted. | Please confirm that redacted Attachments 4(c) and 4(d) only need to be provided in PDF format of Volume 2, and non-redacted version should be provided as separate Excel files. | 3/25/19 | Yes, redacted Attachments 4(c) and 4(d) only need to be provided in PDF format of Volume 2, and non-redacted version should be provided as separate Excel files. |
| 9 | 3/6/19 | RFP, Section L, Page L-8, Volume 2: Offerors are required to submit one of two Volume 2 (Technical Proposal); completely redacted of any cost/price information, the offeror’s name, address, logos or any identifiers of the offeror. | Please clarify what additional offeror identifiers should be redacted. Specifically, is it required to redact names of offeror-developed tools and products, key staff of the offeror or sub consultants? | 3/25/19 | No, it is not required to redact names of offeror-developed tools and products. No, it is not required to redact key staff of the offeror or sub consultants. |
| 10 | 3/6/19 | RFP, Section L, Page L-7, Section L.12, Proposal Documents. | Would FEMA allow the use of 11 x 17 pages for graphics and tables? If they are allowed, will they count as 1 or 2 pages? | 3/25/19 | Yes, offerors are allowed to use 11x17 paper for graphics and tables. The spreadsheets will not count towards the page limit count. |
| 11 | 3/6/19 | RFP, Section L, Page L-8, last sentence on page. "The proposal shall demonstrate | Is there content missing in response to this leading statement? | 3/25/19 | Text deleted. |
| 12 | 3/6/19 | RFP, Section L, Page L-9, Factor I, Part II, Paragraph 1 | Could FEMA please clarify if attachment 4(b) counts towards the 65 page limit? | 3/25/19 | Attachment 4(b) does not count towards the 65 page limitation. |
| 13 | 3/6/19 | RFP, Section L, Page L-11, Section L.12, Paragraph a. | Please confirm that Attachment #4(e) is to be included as part of Volume 2. Does this attachment count toward the 65-page limit in Volume 2? Is the attachment to be provided as PDF, Excel or both? | 3/25/19 | Yes, Attachment #4e should be included in Volume 2. No, it does not count toward the page limit. The subject spreadsheet shall be provided as an Excel file. |
| 14 | 3/6/19 | RFP, Section L, Page L-12, Volume 5, Second Paragraph: The RFP asks to provide Volume 5 as an electronic version on a CD ROM | Since the final submission is being emailed to FEMA, please confirm that we do NOT need to submit a CD ROM. | 3/25/19 | A CD ROM is not required for Volume 2 submissions. |
| 15 | 3/6/19 | Attachment 1, PWS, Page 15, Section 4.2.2, Phase-in (CLIN 0001) | Is an offeror to include a phase-in approach as part of its proposal? If a phase-in approach is to be included in an offeror's proposal, which volume is it to be included? If a phase-in approach is to be included in an offeror's proposal, how will it be evaluated? | 3/25/19 | Per RFP section I.22 (52.237-3 Continuity of Services) para(b) The contractor, shall upon the Contracting Officers written notice, (1) Furnish phase in, phase out services for up to 90 days. Per paragraph 4.2 Transition (CLIN 0001) of the PWS: The Contracting Officer shall issue a written notice to the contractor to submit a plan six (6) months prior to the contract expiring. Phase in/phase out will not be proposed at the initial award. |
| 16 | 3/6/19 | Attachment 1, PWS, Page 16, 4.3.1 Duty Readiness, last paragraph, last sentence: For inspector personnel, refresher training shall occur minimally every quarter during the contract | Must all inspectors be provided refresher training on a quarterly basis? | 3/25/19 | Yes |
| 17 | 3/6/19 | Attachment 1, PWS, Page 16, Section 4.2.1 Duty Readiness Plan (CLIN 0001 and 0003), Paragraph 4A: Contractor is to provide the baseline employee staff to meet the capacity of 10,000 inspections per day by day 15 of each task order awarded simultaneously | How many task orders is a contractor expected to work simultaneously? | 3/25/19 | Offerors are expected to work multiple task orders in accordance with the limitations of orders outlined in Section I.8 52.216-19 Order Limitations. |
| 18 | 3/6/19 | Attachment 1, PWS, Page 20, 4.4.7: No Contact Inspections | After proper completion of the steps identified in documenting a No Contact inspection, are there additional follow-up steps or processing required of the contractor to submit a fully recorded no contact? | 3/25/19 | Reference Attachment 2, Performance Requirements Summary, Selective Services Performance Area #2.c "No Contact Inspections", SSPA#2.1 . Refer to the electronic record recorded in the inspection. |
| 19 | 3/6/19 | Attachment 1, PWS, Page 21, Section 4.5.1: It is stated that Quality Control inspections (QC) are to be a part of CLIN 0001 and 0003 | As these are Cost Reimbursable CLINs please confirm that the QC inspection process is now part of the Cost Reimbursable portion of the contract and is not to be included as a component of the fixed price inspection rate. | 3/25/19 | No, QC inspections are not part of CLINS 0001 and 0003. QC inspections are to be proposed under CLIN 0002 Fixed Price. Adjustments will be made to PWS paragraph 4.5.1 to designate this change. |
| 20 | 3/6/19 | Attachment 1, PWS, Page 23, 4.6.1 Reports of Work, 4.6.1 Management and Staffing Readiness Report (Refer to PRS SSPA #4)(CLIN 0005) and Attachment #2, PRS, Page 12, SSPA #4 Miscellaneous. | The PRS SSPA #4 reference to a Management and Staffing Readiness Report appears to be missing. Please clarify. | 3/25/19 | SSPA 4 should contain the Management and Staffing Report. Attachment #2 PRS and SSPA #4 will include the thresholds for this effort. The Management and Staffing Report is a monthly report requested from the contractors. It is added to the SSPA#4 as a monthly report. The criteria is contained within the PWS. |
| 21 | 3/6/19 | Attachment 1, PWS, Page 23, 4.6.1 Reports of Work, 4.6.1 Management and Staffing Readiness Report (Refer to PRS SSPA #4)(CLIN 0005) and Attachment #3, Technical Exhibits, Page 6, A. Acquisitions, Technical Exhibit 1 – Deliverables. This requirement indicates FEMA's access to a Contractor staff database as well as a staffing report. The deliverable listed in Attachment #3 is a management and staffing readiness report. | Please clarify the deliverable and timeline. | 3/25/19 | The deliverable and timleine is: 1) access to the “List” of active inspector and (2) a monthly readiness report. |
| 22 | 3/6/19 | Attachment 1, PWS, Page 27, Section 4.8 Technical Assistance Task Orders (CLIN 0005) | Is there a separate readiness component for technical assistance? | 3/25/19 | No there is no requirement for a separate readiness component for technical assistance. |
| 23 | 3/6/19 | Attachment 3, HIS Technical Exhibits, Page 51-60, Technical Exhibit 18A - Security Requirements and Procedures. The terms contractor and prime contractor are used frequently in this exhibit | Would the Government differentiate these terms with that of a contractor's employee/applicant. | 3/25/19 | They are not an employee under this contract until they achieve favorable adjudication. The work applicant or candidate refers to pre-employment status of individuals they are seeking to bring on under this contract. Secondly, they may be current employees” of the current contractor however, still have to meet this criteria for background check approval to become eligible to work under the contract. |
| 24 | 3/6/19 | Attachment 3, HIS Technical Exhibits, Page 53, Technical Exhibit 18A - Security Requirements and Procedures, (2), Paragraph 2 | Would the Government please provide a list of FEMA facilities a contractor is requested to use should an employee/applicant not involved in a just-in-time hiring event need to supply fingerprints or obtain a badge? | 3/25/19 | Locations vary from TSA locations at airports, FEMA Regional Offices, processing centers, field offices etc. across both CONUS and OCONUS territories and States. A list will be provided upon post award -debrief. Facility locations are typically within driving distance of contractor personnel geographic locations. |
| 25 | 3/6/19 | Attachment 3, HIS Technical Exhibits, Page 55, Technical Exhibit 18A - Security Requirements and Procedures, (3), Compliant Cases, Paragraph 2. This sentence appears to be incomplete | Would the Government please clarify. | 3/25/19 | Text in Exhibit 18A edited to read: Contractors will be authorized to begin work following a favorable pre-appointment screening performed by FEMA PSD. This process includes a review of the completed eQIP submission, Questionnaire (SF85P), the OF 306, the individual credit report, and the FBI response to the submission of the individual’s fingerprints. (i) Non-Issue Cases - A review disclosing no security concerns will result in a favorable preliminary fitness determination. (ii) Issue Cases - A review disclosing security concerns will fall into one of two categories: |
| 26 | 3/6/19 | Attachment 3, HIS Technical Exhibits, Page 56, Technical Exhibit 18A - Security Requirements and Procedures, (3), Compliant Cases, (ii) Issue Cases, Item 2: The referenced sub-section (3)(I) appears to be missing | Would the Government please clarify | 3/25/19 | Text in Exhibit 18A edited to read: Cases that are successfully mitigated will be cleared and returned to normal processing as noted above in sub-section (3)(ii). |
| 27 | 3/6/19 | Attachment 4(a), HIS Contract TOPR Instructions and Scenarios, Page 21, Scenario 10: The title for this Scenario states a just-in-time hiring for a 50,000-inspection task order in Michigan. However, the preliminary information provided does not include information on a just-in-time hiring event. | Please confirm that an offeror is to provide a response to this scenario that includes a just-in-time hiring activation. | 3/25/19 | Correction: Reference Attachment 4(a), HIS Contract TOPR Instructions and Scenarios table of contents titled "TOPR Scenario 10- Just in Time Hiring for 50K Michigan Disaster TOPR" will read "50K Michigan Disaster TOPR. Their will not be a Just-In-Time requirement for the scenario. FURTHER CLARIFICATION: For Just-in-time proposal disclosure, use attachment 4e, instructions are contained within the attachment. |
| 28 | 3/6/19 | Attachment 4(a), HIS Contract TOPR Instructions and Scenarios, Page 3, Scenario 1 and Attachment #1, PWS, Page 16, Section 4.3 Readiness, 4.3.1 Duty Readiness Plan (CLIN 0001 and 0003), Paragraph 3: 4.3.1: Duty Readiness Plan states, "Details of the pre-deployment is disaster specific and requirements will be identified in a Task Order Proposal Request (TOPR) for the pending disaster declaration. | Would the government please provide the pre-deployment details for Scenario 1 in order for an offeror to respond as requested? | 3/25/19 | Will delete references to pre-deployment under attachment 4(a) TOPR Instructions. The scenario will not include pre-deployment efforts. |
| 29 | 3/6/19 | Attachment 4(a) HIS Contract TOPR Instructions and Scenarios, Pages 5, 7, 9, 11, 13, 15, 17, 19, 21, 23, 25 and 27, Scenarios 1 – 13: In accordance with Attachment #1, PWS, Sections 4.4.3 Standard Inspections and 4.4.4 Streamline Inspections | Please confirm a standard inspection is to be used for response. | 3/25/19 | Yes, 4.4.3 Standard Inspections "type" shall be used in response to TOPR Scenarios. |
| 30 | 3/6/19 | Attachment 4(c) Task Order Proposal Scenarios | Please clarify that ODC item quantities should be redacted from TOPR scenarios for Attachment 4(c) and offerors are only to include hours? | 3/25/19 | Correct, ODC item quantities should be redacted from TOPR scenarios for Attachment 4(c) and offerors are only to include hours. |
| 31 | 3/6/19 | Attachment 5.1 Operations Cost Model | Are the direct labor cost item positions a suggested list and other positions and titles can be added or deleted based on company's determined needs to perform the contract requirements? | 3/25/19 | Yes, other positions and titles can be added or deleted based on company's determined needs to perform the contract requirements. Instructions tab of Attachment 5.1 edited to remove this text: The Offeror must not add additional cost categories. Cost items are suggested list of categories. |
| 32 | 3/6/19 | Attachment 5.1 Operations Cost Model | What is intended to be in CLIN 0003AL Personnel costs when staff appear to be priced in other CLIN allocations. | 3/25/19 | Line item deleted. Documents updated to reflect CLIN 0003AL as Materials. |
| 33 | 3/6/19 | Attachment 5.1, CLIN 0002 Tab: Option period 5 for the 8-month period Nov 1, 2023 to June 30, 2024 is missing | How should the contractor propose their inspection rate for this period? | 3/25/19 | The following language was added to instructions tab for CLIN 0002 inspections: For disaster support line item cost and price purposes only; an option period is a 12 month period of performance, regardless of the number of months in an option period schedule. See RFP section L, Volume 5, page L12. |
| 34 | 3/6/19 | Attachment 5.1, Summary Tab: The summary tab in spreadsheet lines 36 to 50 currently start with 0001 | Please confirm that the CLIN names should begin with a 0003? | 3/25/19 | Line item descriptions changed from 0001 to 0003 |
| 35 | 3/6/19 | Attachment 5.1, Summary Tab | Please confirm that no disaster costs are to be proposed for option period 5 as there is not a place to have an inspection price and the disaster cost reimbursable costs area is blacked out. | 3/25/19 | Correct. No disaster costs are to be proposed for option period 5 |
| 36 | 3/6/19 | Attachment 5.2, Page 7 Inspections CLIN 0002 | If an offeror's quality control plan includes training, is this training time allocable to CLIN 0003AH-training when this time is spent at a disaster location? | 3/25/19 | Yes |
| 37 | 3/6/19 | Attachment 5.2, Page 7 Inspections CLIN 0002, attachment 5.1 CLIN 00002 tab Identifies that inspection cost should only be inspector wages, fringe, overhead, Fee and G&A. | Is it acceptable to have other components included in the inspection price? Overtime premium will be a necessary and substantial component of the inspection price. Can lines be added to the calculations for the inspection price on lines 17 - 23 of the CLIN 0002 tab? | 3/25/19 | Overtime will not be allowed for CLIN 0002 as it is fixed price. As it relates to cost reimbursable line items, Section I-13 52.222-2 Payment for Overtime Premiums will govern all other circumstances. Additionally, offerors are directed to paragraph 6.2.4.1 that designates the direct labor rate number of hours as 2,080 or less. |
| 38 | 3/7/19 | Attachment 8, pg. 2-3; Questions 1, 5, 8, 10, 11, and Overall Performance rows | The fillable PDF form allows the reference to select any of the four choices (Superior, Satisfactory, Unsatisfactory, Not Applicable) in response to questions 2, 3, 4, 6, 7, and 9; but for questions 1, 5, 8, and 10-11, the only choice that can be directly selected is Superior. In Question 11 and Overall Performance, it appears it is not possible to put an X anywhere except Superior using the fillable form. Could the Government revise the PPQ so that references can select any choice using the fillable form? | 3/25/19 | Attachment 8-Past Performance Questionnaire formatting edited to allow data entry. Date for Past Performance Questionnaire submittal will be estended to 3/29/2019. |
| 39 | 3/7/19 | Attachment 8, pg. 4; Responses to questions 1-5 | For the Supplemental Comment form, the text fields require users to enter three separate lines of text, and if users add more than a certain number of characters per line font size is reduced. Would the Government amend the text field on this form to allow for a single, multi-line text box with a character limit? | 3/25/19 | Attachment 8-Past Performance Questionnaire formatting edited to allow data entry. Date for Past Performance Questionnaire submittal will be estended to 3/29/2019. |
| 40 | 3/7/19 | Attachment 8, pg. 2-4; Heading (1st paragraph on each page) | The heading of both the Performance Rating Form and Supplemental Comment Form is labeled Appendix C. Based on the instructions in Section L, there does not appear to be an Appendix C in any volume. Would the Government remove the Appendix C wording from the forms so it does not cause confusion for our references? | 3/25/19 | Reference to Appendix C removed from Attachment 8 |
| 41 | 3/7/19 | Attachment #4(c). Tab1, Instructions, Item 4, Cost Reimbursable CLIN/SLIN Proposed Cost for Disaster related expenses, CLIN 0003 | The instructions indicate that the offeror’s approach may require other direct cost categories not itemized on the tabs and that offerors should submit those ODCs, but later the instructions say that the offeror “must not add additional cost categories.” Would the Government confirm that the prohibition against adding cost categories refers only to the Materials/Purchases and Facilities costs? | 3/25/19 | Text "must not add additional cost categories" deleted. |
| 42 | 3/7/19 | Attachment #4(c), Tab 3, CLIN 0003 Operations Disaster tab, Rows 12-48 | Would the Government confirm that offerors are allowed to add labor categories to the Direct Labor portion of the CLIN 0003, including both positions that would be subject to the Department of Labor Service Contract Act wage determinations and those that are not subject to SCA? | 3/25/19 | Correct. Offerors are allowed to add labor categories. Per the instructions tab; If an offerors approach will require other direct costs categories not itemized in the following tabs, offerors shall submit those costs not listed with specific details supporting the salient characteristics of the item to be proposed and the performance requirements they support. This applies to SCA and exempt SCA employees. |
| 43 | 3/7/19 | Section L.12, pg. L-10, Factor 1, Part II Instructions, item 2.c (1st paragraph on page) | The RFP asks offerors to identify the Task Order Proposal Scenarios deliverable. |
Would the Government clarify if this statement refers to the proposal response deliverables identified in bullets 2.1, Part II, 1 and 2.1, Part II, 2.d, or should the contractor response identify the expected deliverables Technical Exhibit 1 that are applicable for the Task Order?
| 3/25/19 | The response sought for this section should be inserted into attachment 4(b)count of inspectors and inspections completed per day per task order is requested. Attachment 4(a) Contains the daily count of inspections issued for each scenario. The deliverable for this is requirement is Attachment 4(b). RFP Part II paragraph 2(c) edited to read: Task Order Proposal Scenarios deliverable – Attachment 4(b) | ||
| 44 | 3/7/19 | Attachment #4(b), Tab 1, Proposed Inspections Returned worksheet, Row 20 | Cell 20D instructs offerors to disclose scenario information on 11x17 paper. The worksheet is 62 columns wide. Using Excel’s “Scale to Fit” onto a single 11x17 page reduces the text to half its original size, which is not legible. Would the Government allow offerors to stack rows for days 31-60 directly under days 1-30? |
(See attached example Excel file: Attachment_4(b)_11x17Format.xlsx).
| 3/25/19 | Yes it is permissible to stack rows for days 31-60 directly under days 1-30, or, continue on the same excel sheet in a horizontal direction not limited to 11x17. The format provided in the RFP is required for proposal submission. | ||||
| 45 | 3/7/19 | Section L.6, pg. L-7, Proposal Organization Table | The table specifies the submission format for all volumes is PDF Electronic Files. Does the Government also want offerors to prepare hard copy versions of the volumes? If so, in addition to the original, how many copies does the Government want? | 3/25/19 | No, hard copies are not required and electronic submissions must contain page number annotations. |
| 46 | 3/7/19 | Section L.12, pg. L-9, Factor 1, Part II, paragraph 1 | Would the Government confirm that if the Attachment #4(b) is included in the page count the 11x17 page will count as only 1 page? | 3/25/19 | Attachment 4(b) 11x17 will not be included in the page count. Attachment 4(b) should be in two excel tabs in one excel document titled Attachment 4(b) when submitted to FEMA using the same format contained in the solicitation. |
| 47 | 3/7/19 | Section L.12, pg. L-8, Volume 1, paragraph 1.2.1 | The RFP asks offerors to return a signed copy of any amendments within 24 hours of issuance of the amendment as confirmation of receipt. Would the Government confirm that the signed copies should be e-mailed to FEMA-HIS-Recompete@fema.dhs.gov with the subject line “70FB7019R00000008? | 3/25/19 | The RFP will be amended to remove the requirement to return signed copies within 24 hrs of being posted. Signed RFP amendments will be required to be submitted with the offerors initial proposal as acknowledgement of receipt. All proposal information requested in the RFP must be emailed to FEMA-HIS-Recompete@fema.dhs.gov. |
| 48 | 3/11/19 | Attachment 1- Performance Work Statement; Section 1.3.7 Employee Training (CLIN 0001 and 0003) | Are inspectors who have previously completed approved training under the expiring HIS contracts required to re-complete training under the forthcoming contract in order to be eligible to complete work? | 3/25/19 | No. However; training must be current at time of award. |
| 49 | 3/12/19 | RFP, Page 2, Standard Form 33, Item 9 on the Standard Form 33 states: "Sealed offers in original and See Section L.9 copies for furnishing the supplies or services in the Schedule will be received at the place specified in item 8, or if hand carried, in the depository located in…" Section L.12 states submission format should be "PDF" Electronic Files. | Please confirm that this reference to L.9 should instead be to L.12 and that no hard copies of the proposal are to be submitted. | 3/25/19 | Correct. Reference changed to read L.12. |
| 50 | 3/12/19 | RFP, Page H-1, Section H.1 sets forth the requirement to submit a subcontracting plan in accordance with FAR 19.704. The example shows an overall small business subcategories subcontracting goal of 40% and adds this to the socio-economic subgrouping goals for a total of 54%. | Has FEMA set an overall small business subcontracting goal of 54% or does it adopt the goal set by SBA at 40%, which includes participation by socio-economic subgroups? | 3/25/19 | The overall Small Business goal is 40%. The reference to total 54% was in error and will be deleted. Changed the percentage for Women-Owned Small Businesses to 5%. |
| 51 | 3/12/19 | RFP, Page H-1, H.2 Transition, Paragraph 1 | Would the government please define the deliverables in Attachment #3 Technical Exhibit 1 that are due at the end of the transition period? | 3/25/19 | Reference PWS para 1.3 2 Contractor employees, PWS para 1.3.3 Continuity of Support, PWS 1.3.3 Continuity of Support, Placement of key personnel (PWS 1.3.3), PWS 1.4 Quality Management System Proposal (Due at solicitation), Quality Management System Quality Control Plan approved by the Contracting Officer, PWS para 1.3.6 Physical Security site visit, PWS 2.2.2 Equipment Transfer and Inventory, PWS Para 2.2, Government, verification of Property Management System for approval prior to equipment issuance, PWS 4.2.1 Post Award/Pre--performance conference - Task Order Scenario (Conference), PWS Duty Readiness Plan, Contractor Adjudication Plan for staff and on boarding events, PWS para 4.3.2 Duty Readiness Training Schedule, PWS Para 4.3.1 Duty Readiness Plan, PWS 4.4.1 Customer Service and Community Needs Sensitivity Training Curricula. |
| 52 | 3/12/19 | RFP, Page H-1, Section H.2, Transition, Paragraph 6: The Contractor is to "define the processes and procedures to be implemented to fulfill all requirements of the HIS Inspections Contract" as part of its security compliant implementation/management plan. | Are these processes and procedures specific to the transition period? | 3/25/19 | The expectation is for this plan to be in effect throughout the life of the contract once submitted and approved. |
| 53 | 3/12/19 | RFP, Page I-3; Section I.3, Paragraph (b)(3) | Does Contracting Officer Identify any required posters at this time? | 3/25/19 | Not at this time. If posters are needed, FEMA will provide at the post award kick off meeting. |
| 54 | 3/12/19 | Attachment #1, PWS, Page 7, Section 1.3.4 Key Personnel (CLIN 0001 and 0003): "Key personnel as an example shall include project directors, project managers, deputy project managers, quality manager, field operations managers, inspectors, field quality control inspectors and program directors." To meet maximum production requirements of 10,000 inspections per day, a contractor would require thousands of inspectors and QC inspectors. | Is it the Government's intent for all inspectors and QC inspectors to be considered key personnel? | 3/25/19 | PWS 1.3.4 will be modified to remove inspectors and field quality control inspectors from the designation as key personnel |
| 55 | 3/12/19 | Attachment #3, HIS Technical Exhibits, Page 5, Exhibit 1, PWS para 4.2.1, Task Order Scenario (Conference) and Attachment #1, PWS, Page 15, Section 4.2.1, Post Award & Pre-performance Conference (CLIN 0001 and 0003): Attachment #3, HIS Technical Exhibits indicates a task order scenario (conference) deliverable is required. | Would the Government please confirm the deliverable is any required corrective actions based on the post award/pre-performance conference? | 3/25/19 | The task order scenario conference requirement will be deleted from the requirements. |
| 56 | 3/12/19 | Attachment #1, PWS 4.3.1 Duty Readiness Plan page 16: PWS 4.3.1 Duty Readiness Plan states, “The Contractor’s plan shall contain the baseline employee staff to meet the requirements of the contract.” To maintain a baseline of inspectors needed for duty readiness and to offset annual inspector attrition, the contractors will need to recruit and hire new candidates annually. | Outside of Just-in-Time hiring, how many candidates per year per contractor will FEMA process for the full background investigation and adjudication? | 3/25/19 | Contractors proposals should include the contractors approach to staffing inspectors in light of the contractors proposed retention plan for evaluation purposes. FEMA will provide this support based on the number of inspectors proposed by the awardee selected. |
| 57 | 3/12/19 | Attachment #1, PWS page 18 section 4.3.6: "FEMA will not authorize cost reimbursement for any party not receiving a suitable background check and have not completed inspection work in the field associated with the disaster TOPR awarded". | FEMA is requesting the contractor to take on the risks of an unfavorable adjudication without knowledge of the exact security requirement criteria and with a continually changing demand for inspection workforce - as this is part of the cost reimbursable no fee portion of the contract, how will FEMA compensate the contractor for taking these risks? FAR 16.302 (b) states that the application of this contract type may be appropriate for research and development work, particularly with nonprofit educational institutions or other nonprofit organization, which is not the case here. | 3/25/19 | This is not a cost reimbursement plus fixed fee CLIN. Per Section B.6 and B.8 of the RFP - "No fee is allowed on Cost Reimbursement CLINs/task orders." PWS paragraph 4.3.6 edited to read: FEMA will not authorize cost reimbursement for any party not receiving a suitable background check and have not completed inspection work in the field associated with the disaster TOPR awarded. All cost associated with “Just in time” hiring will be cost reimbursable per inspector adjudicated, badged and confirmation of completed field inspection work. All cost associated with “Just in time” hiring will be cost reimbursable per inspector adjudicated, badged and confirmation of completed field inspection work. FEMA will not authorize cost reimbursement for any inspector not receiving a suitable background check and not completing inspection work in the field associated with the disaster TOPR awarded. |
| 58 | 3/12/19 | Attachment #1, PWS, Page 15, 4.1.1 Inspections: "Inspection Labor Cost will not be paid for non-inspection contactor travel time or idle time once checked in a disaster or moving to and from while performing inspections within the disaster designated area. Travel incurred while in the disaster area shall be covered in the fixed price inspection cost along with any inspector idle time.” | Will the government permit labor cost reimbursement for: |
• the movement of inspectors from one area to another if FEMA designates a particular area within the disaster zone as a priority
• the retention of inspectors in the field if there is a work stoppage for reasons beyond the control of contractor such government systems issues that prevent the flow of work being issued to the contractor for hours or day?
| 3/25/19 | No, cost reimbursement will not be allowed for the situations presented. Specific situations will be handled on a case by case basis at the task order level. | ||||
| 59 | 3/12/19 | Attachment 4(a), HIS Contract TOPR Instructions and Scenarios, Page 21, Scenario 10: The title for this Scenario states a just-in-time hiring for a 50,000-inspection task order in Michigan. If the number of inspections in this scenario is included in the total inspections for the base period, the scenarios combined exceed the 242,500 total inspections stated for pricing purposes. | Please confirm that an offeror is to provide a response to a just-in-time hiring activation only for scenario 10, and does not include pricing for performing an additional 50,000 inspections. | 3/25/19 | Reference to "just in time" deleted. |
| 60 | 3/12/19 | Attachment 4(c) Task Order Proposal Scenarios: Attachment 4(c) is currently displaying a base period only. | Please confirm that base period for each scenario is to be submitted rolling up to the total on disaster costs base period on attachment 5.1 and that for the option years on attachment 5.1 the quantities can be carried forward at escalated prices without separate 4(c) schedules. | 3/25/19 | See Attachment 5.1 Operations Cost Model instructions tab, cell A20. Also Added the following text to RFP Section L; Volume 5: Cost/Price Proposal; Factor 5 Cost/Price; second paragraph: THE INSPECTION RATE COST SHALL ALSO BE SUMMARIZED WITHIN ATTACHMENT 5.1 OPERATIONS COST MODEL (CLIN 0002 ONLY).RFP Section L.12, Volume Format – Volume 5 Cost/Price Proposal, Page L-12 |
| 61 | 3/12/19 | B.6, pg. B-1, paragraph 1 | Does the statement, “No fee is allowed on Cost Reimbursement CLINs/task orders” mean that the Government will not allow fee on any/all Cost Reimbursement items including CLIN0001 Phase In, CLIN0003 Operations Recurring, and CLIN0003 Operations Disaster? | 3/25/19 | Correct, the government will not allow fee on CR line items |
| 62 | 3/12/19 | G.1(d) and G.6(c), G-1 and G-5, 1st paragraph of both sections | These sections indicate invoicing on a 30-day schedule and states that “Invoices shall be based on 30-day increments. All invoices shall be submitted within 15 days after the end of each 30-day increment.” Will the Government permit inspector costs to be invoiced at 14 days as indicated in I.19.a.5 of the draft RFP? Alternately, during large mobilizations for catastrophic events, will the Government consider allowing the contractor to invoice every two weeks? | 3/25/19 | No, contractors will not be allowed to invoice in 2 week increments. We will maintain the standard provided in the current RFP |
| 63 | 3/12/19 | G.6(c), G-5, paragraph 1 | In lieu of a 30-day schedule for invoicing, would the Government consider allowing monthly invoicing (e.g., on the 15th day of the month)? | 3/25/19 | No, contractors will not be allowed to invoice on the 15th of each month. we will maintain the standards in the RFP |
| 64 | 3/12/19 | L.12, pg. L-9, Part 2, item 1, paragraph 1 | The RFP states that “For each of the 13 scenarios, offerors shall disclose for each scenario on a separate Attachment #4(b) Task Order Proposal Matrix on 11x17 paper; for each scenario.” |
Please confirm this means we are to provide one Attachment #4(b) with information for each scenario provided in its designated row (e.g., Scenario #6 information would be provided on row 8) for a total of 13 rows for the first two tabs of the workbook.
If not, please confirm a separate Attachment #4(b) must be completed for each scenario, for all 13 scenarios, thus requiring a minimum of 26 pages.
3/25/19 One Attachment 4(b) will be provided for all scenarios. Attachment 4(b)provides the format for submission of the information requested.
| 65 | 3/12/19 | L.12, pg. L-9, Factor 1, Part 2, item 1, paragraph 1 | Can the government confirm that the Attachment #4(b) Task Order Proposal Matrix on 11x17 paper required for the technical proposal will not count against the 65-page limitation? | 3/25/19 | It does not count towards the 65 page limitation. | |
| 66 | 3/12/19 | L-12, pg. L-8, Volume 1, Item 1.2.2 | The RFP asks offerors to insert proposed contract line item prices in the appropriate spaces of Section B, but there are no spaces to insert pricing in Section B. Does the Government intend to amend Section B to add spaces for pricing by CLIN? | 3/25/19 | Offerors should disregard the reference in 1.2.2 for line item schedule and refer to Attachment 5.1, 4(c), and 4(d). Following text deleted from RFP: RFP section B, “Supplies or Services and Cost/Price,” with the offeror-proposed contract line item prices inserted in the appropriate spaces. | |
| 67 | 3/12/19 | Attachment #4(c), Tab 3, CLIN 0003 Operations Disaster tab, Rows 12-48 | For positions that are not “service employees” as defined in the Service Contract Labor Standards (Aug 2018) and therefore not subject to the SCA wage determination, please confirm that offerors should mark “Yes” to the “Wages in compliance with FAR 52.222-41 Service Contract Labor Standards” question in Column AV. | 3/25/19 | Offerors should mark "No" and provide supporting information explaining why position is not a "service employee" or why position is exempt from SCA requirements. | |
| 68 | 3/12/19 | L.12, pg. L-10, Factor 2, Sub-Factor 1, Part II, Item c | The RFP asks offerors to identify the actual job classes of employees functioning under an organization and or and joint ventures or partnering arrangement and provides examples of job classes, including bookkeepers, and field quality control representatives. Not all of the job classes align with labor categories in Attachment 4c, 4d, and 5.1. Is the Government distinguishing between job classes and labor categories? | 3/25/19 | Job classifications are spelled out in the DOL WD. Labor categories should be defined by the contractor in their proposal. Offerors must ensure labor categories are appropriately mapped/aligned to the job classifications in the WD. | |
| 69 | 3/12/19 | Attachment 2, pg. 10-12, SSPA #2.H, #2.I, and #2.J, inclusive | In a disaster where inspection requests are heavily front loaded, or catastrophic events with extremely high volumes of requests (e.g., Scenario 4 or Technical Exhibit 9), it is possible for a contractor to always meet and even exceed the requirements of SSPA #2.H and yet never be compliant with SSPA #2.I and SSPA #2.J. Does SSPA #2.H take precedence in these situations? | 3/25/19 | The contractors proposal is to include their approach in meeting each of the SSPA's in light of each Task Order Proposal Scenario. | |
| 70 | 3/12/19 | L.12, pg. L-8, Volume 2, first paragraph | The Government specified 8.5x11 pages for this volume. Would the Government allow offerors to use 11x17 pages for graphics and/or large tables? If so, would that count as one page or as two pages? | 3/25/19 | Yes, the Government will allow use 11x17 pages for graphics and/or large tables. It will not count against the page count. | |
| 71 | 3/12/19 | L.12, pg. L-11 Factor 2, Sub-Factor 2, paragraph c | Would the Government please exclude Attachment #4(e) and/or the Just In Time Plan from the page count for Volume 2? | 3/25/19 | Both artifacts will be excluded from the page count. | |
| 72 | 3/12/19 | L.12, pg. L-11 Factor 2, Sub-Factor 2, paragraph c | Would the Government allow offerors to use an 11x17 page for Attachment #4(e)? | 3/25/19 | Yes, the Government will allow offerors to use an 11x17 page for Attachment #4(e). | |
| 73 | 3/12/19 | Section J, pg. J-1, Table rows 4 and 5 (reference attachments 3.1 and 3.2) | The referenced attachments were not provided with the Solicitation files posted to FedBizOps. Would the Government please provide FEMA Manual 119-7-1 and FEMA Manual 122-1-1? | 3/25/19 | Attachments provided with Amendment 0003 | |
| 74 | 3/12/19 | Attachment #4(b), Tabs 1 and 2, Table rows 5-18, both worksheets | How does the Government want the offeror to account for QC inspections and QC inspectors in Attachment #4(b)? | 3/25/19 | Offerors should provide QC inspector information in accordance with Paragraph 2(b) Part II Order Proposal Matrix. | |
| 75 | 3/12/19 | L.11, pg. L-6, paragraph c | The Government provides an OCI disclosure clause that requires offerors to select one of two choices. Would the Government confirm this disclosure statement should be included as part of Volume 1, with the Section I OCI mitigation plan response? | 3/25/19 | The response should be included in Volume I per the RFP paragraph 1.2.4 instructions. | |
| 76 | 3/12/19 | L.12, pg. L-12 Volume 5, Item 6.2, paragraph 4 | The cost build-up discussion indicates the initial time period is seven months and final period is five months, which does not align with first page of the proposal, that states these periods are four months and eight months, respectively. Would the Government confirm the initial time period is four months and the final period is eight months? | 3/25/19 | Should read 4 months for the base period. The correct reference for this section is for recurring cost line item cost and price purposes only; cost shall be calculated on a total base period of 12 months with the initial time period being four (4) months and the final period being eight (8) months. | |
| 77 | 3/12/19 | L.10, pg. L-5, paragraph 1-3 | The Government provides a statement to restrict use and disclosure of proposal information in L.10, but in Section L.12, Proposal Documents (page L-7) the RFP states “Offerors must submit proposals using DHS Form 700-13, Cover Page Source Selection Information.” DHS Form 700-13 has different language than is given in Section L.10. Should offerors add the L.10 language to the DHS Form 700-13? Is section L.10 superseded by the instruction to use DHS Form 700-13? | 3/25/19 | The name of the DHS Form should be DHS Form 700-14. This will be corrected via amendment to the RFP. Offerors are instructed to complete the clause fill in language in Paragraph L-10 of the RFP and return with proposals. No additional information should be added to the Form 700-14 or Paragraph L-10. | |
| 78 | 3/12/19 | Attachment 1, pg. 5, PWS Section 1.3.1, first paragraph | What term does the Government wish the contractors to use to refer to the technical leader of the contractor's program team? Text in PWS Section 1.3.1 references this position as Contract Manager, whereas PWS Section 1.3.4 (page 7 of 31) references a Project Director and Project Manager, and the cost spreadsheets in Attachments #4(c), #4(d), and #5.1 include Project Manager only. | 3/25/19 | The references to "Contract Manager" will be changed to "Project Manager" throughout the PWS attachment. | |
| 79 | 3/12/19 | Attachment #4(a), pg. 4, Table, first row | Our understanding is that the Scenario #1 Michigan Inspection Event begins in September 2018 based on wording on page 3 of Attachment #4(a), 2nd paragraph (scenario begins September 3, 2018), and on Attachment #4(b), sheet “#1 - 30K”. However, Attachment #4(a), page 4, indicates the Scenario #1 Michigan Inspection Event begins in September 2019. Would the Government confirm that the dates of the Scenario #1 Michigan Inspection Event begin with September 3, 2018? | 3/25/19 | Attachment 4(a) will be corrected to reflect September 3, 2018. All other date references to 2019 will be changed to 2018 for this scenario. | |
| 80 | 3/12/19 | L.12, pg. L-8, Volume 1, paragraph 1.2 | Does the Government want offerors to submit only the 5 sections listed in items 1.2.1 through 1.2.5, or should offerors submit all pages of Sections A-K? For example, should offerors submit Section E? | 3/25/19 | Offerors shall submit the items required in paragraphs 1.2.1 through 1.2.5 | |
| 81 | 3/12/19 | L.12, pg. L-11, first paragraph | Please confirm the Government intends for contractors to comply with the requirements of ISO 9001:2015 in Volume 3. | 3/25/19 | Yes | |
| 82 | 3/12/19 | PWS, Sec 1.4.3 Quality Management System, ISO 9001 certificates of registration must be successfully maintained throughout the life of the contract. | Would FEMA consider ISO 20000 standards/certification which seem to be more applicable in supporting process and procedures? | 3/25/19 | The requirement of the ISO 9001-2015 standard is applicable to this solicitation. | |
| 83 | 3/12/19 | RFP,L.12 Instructions for Preparation of Proposal, Volume | ||||
| 5: Cost/Price Proposal, & L.13 Submittal Instructions, an electronic version shall be included on the CD ROM. | Does FEMA want both a CD ROM version of the proposal (submitted by mail/courier?) or should | |||||
| proposals be emailed per the instructions in L.13 Submittal Instructions? | 3/25/19 | All proposals are to be submitted electronically | ||||
| 84 | 3/12/19 | RFP,L.12 Instructions for Preparation of Proposal, Volume | ||||
| 6 Cost/Price Proposal, One (1) Electronic file consisting of “PDF” and Excel formats. | In cases where a subcontractor is providing cost build‐up data, sealed pricing data packages will be required. How does FEMA want these delivered? If hard copy, to what address, or are password | |||||
| protected files sufficient? | 3/25/19 | All proposals are to be submitted electronically. Any password access information from subcontracts must be provided in response to this RFP. | ||||
| 85 | 3/12/19 | RFP L.12 Instructions for Preparation of Proposal, Volume | ||||
| 2: Technical Proposal,SubFactor 2 - Staffing Resources | Are Inspectors required to have Flood Certification? | 3/25/19 | No. | |||
| 86 | 3/12/19 | RFP,L.12 Instructions for Preparation of Proposal, Volume 2: Technical Proposal, SubFactor 2 - Staffing Resources | Are Inspectors required to have Home State Inspector Licenses? | 3/25/19 | The location of the work will determine the need for separate licenses. | |
| 87 | 3/12/19 | RFP,L.12 Instructions for Preparation of Proposal, Volume 2: Technical Proposal, SubFactor 2 - Staffing Resources | Other than Contract and Alternate Contract Managers, is it the responsibility of the Vendor to propose any additional key personnel? If so, how many key personnel does FEMA expect? | 3/25/19 | It is the responsibility of the Vendor to propose additional key personnel. FEMA does not have a pre-determined number of contractor key personnel. | |
| 88 | 3/12/19 | PWS, Sec 2.3.1: Government Provided Training, Training is intended to be “Train-the-Trainer” at the beginning of the contract or as needed during the life of the contract | As part of the "train-the-trainer" approach, will FEMA provide the NEMIS and ACE Systems training in electronic format/training modules for addition to our Learning Management System (LMS)? | 3/25/19 | The offerors are to develop their own training of personnel, however, FEMA will provide electronically any material used in the train-the-trainer sessions to the offerors. In accordance with PWS paragraph 2.3.1 Government Provided Training, FEMA will make training content available to contractors. | |
| 89 | 3/12/19 | PWS,Sec 2.3.1: Government Provided Training, FEMA will provide training on the different disaster assistance programs (e.g. disaster housing, Small Business Administration disaster loans, and Individual and Households Program). FEMA will also provide training on the process by which assistance is obtained, including application, verification, disbursement, appeals/reconsiderations, Help-line functions, and other factors related to the recovery process. | Will FEMA provide this training in electronic format/training modules for addition into our LMS? | 3/25/19 | The offerors are to develop their own training of personnel, however, FEMA will provide electronically any material used in the train-the-trainer sessions to the offerors. In accordance with PWS paragraph 2.3.1 Government Provided Training, FEMA will make training content available to contractors. | |
| 90 | 3/12/19 | PWS,4.1.1: Inspections | On average, how many days after a disaster does FEMA deploy inspectors to the field? In cases of flooding and other impediments to travel, what is required by the Vendor to ensure safe passage for their personnel? Will FEMA notify the Vendor what logistics will be necessary for the Vendor to supply i.e. whether the disaster region has restored power, cell towers, etc.? | 3/25/19 | Reference Attachment 1, Performance Work Statement 4.3.7 Task Order Proposal Request and 4.3.8 Task Order Activation. After the task order activation to the contractor, work will be assigned electronically to the contractor. Attachment 2, Selective Service Performance Area #2H, Production is the schedule the contractor will follow as to production. Refer to Attachment 1, Performance Work Statement 1.2 Scope of Work that defines the environment and efforts associated with the work environment. Overcoming challenges in light of the work environment is sought within the proposals. | |
| 91 | 3/12/19 | PWS,Sec 4.4: Housing Inspections | Will FEMA notify the Vendor at the TO-level whether Inspectors with specialized language skills (e.g. Spanish) are needed and how many? | 3/25/19 | Refer to 4.4.1 Customer Services Section of Attachment 1, Performance Work Statement. It is incumbent upon the contractor to acquire knowledge of the City, County, Tribal Lands as it relates to language concerns and diversity awareness of the disaster area. The contractor is expected to use Census resources and other resources in identifying this topic. If FEMA does disclose, it is only an awareness, not a firm quota or full assessment of the community needs. | |
| 92 | 3/12/19 | Technical Exhibits 13: IHP Inspection Guidelines, Accommodations may include sign language interpreters, assistive technology including computers or recordings, note takers, or communication boards provided by the applicant. | In cases where special accommodations are required, will FEMA notify the Vendor at the TO-level whether special accommodations are required and how many? Can special accommodations be conducted virtually whenever possible? | 3/25/19 | That level of detail will be unknown at the task order level. Offerors are tasked with developing the solution on a case by case situation pertinent to the disaster circumstances. | |
| 93 | 3/12/19 | Technical Exhibits,13: IHP Inspection Guidelines | During the inspections, does the Inspector have to develop a dwelling "footprint", i.e. measure both the interior and exterior of the property? Is scoping required? | 3/25/19 | Yes measurements are needed for the interior and exterior rooms based for owners. For renters, measurements are needed of the exterior dwelling . Refer to Attachment 1, Performance Work Statement specifically 1.2 Scope of Work and 4.1.1 Inspections. |
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