HIS Industry Day QandA.pdf

FEMA Housing Inspection Services (HIS) Industry Day Questions and Answers

QUESTION: FEMA Responses

1. Under the Staffing Requirements Option 3, if workload is lower than the forecasted amount, will FEMA or contractor determine downsizing rate and pace?

For production option 3: Any downsizing of personnel will be negotiated when the incident occurs. At this time, the intention is to deploy the requested personnel.

2. Under the Staffing Requirements Option 3, if workload is lower than forecasted, will deployed staff be compensated for a minimum of eight hours of labor and allowable travel cost reimbursements?

Following deployment, will all inspector labor time after completing any required training be charged the fixed-price inspection?

FEMA is still determining the cost impacts of this approach and will clarify proposal pricing instructions and inspections pricing requirements in the RFP.

3. Would FEMA please clarify if the minimum floor production indicated for Staffing Requirements Option 3 refers to overall contractor daily production requirements or to individual inspector minimum floor production?

For production option 3: minimum floor production is per inspector.

4. Under Staffing Requirements Option 3, if FEMA specifies 1,500 inspectors deploy, is that inclusive of Quality Control inspectors and field supervisors/team leaders?

For production option 3: the count of field personnel is that of inspectors to be returning work.

6. Under the four production models presented, would FEMA please clarify if 1,500 inspectors would be required for a single task order or across concurrent task orders?

Regarding the four production models, FEMA requires the return of 10,000 daily inspections as the projected ceiling for combined events permitting contractors to staff accordingly for each assigned event.

7. Will ISO certification, or another Quality Management System approach, be a contractual requirement?

The use of ISO will no longer be a contract requirement; however, vendors will need to provide, maintain and administer a quality management system.

8. Please clarify whether a contractor may pursue an Authority to Operate with agency sponsorship. There was some confusion between the speakers and slides.

The use of an ATO (Authority to Operate) for contractors to apply information technology remains an outstanding consideration for the 2024 HIS contract.

Note, FEMA personnel continue to pursue this avenue with its System Owners.

9. Please clarify whether contractor or FEMA will provide storage of GFE (tablet and laptops). If GFE is primarily/exclusively warehoused by FEMA, please describe the process and timeline to transfer/ship up-to-date equipment to support rapid deployment.

The contractor is to maintain GFE equipment to include storing and distribution of iPads and laptops to their personnel.

10. Considering FEMA intent to meaningfully expand customer service focus and inspector requirements to share information on available forms of assistance, will this content be provided to the contractor on an annual, quarterly, or task order-level basis?

The extent to which FEMA will expand customer service to be relayed by the field inspector is yet to be configured, however, information to be relayed will be incorporated in the ACE software as well as future training requirements on a re-occurring basis.

11. What is the scope of work for the distribution and processing of customer service surveys by the contractor?

The extent of which HIS vendors will conduct customer service surveys is contingent on FEMA permitting an ATO of contractor systems when storing data external to GFE. If FEMA does not permit vendor IT systems to retain data separate of GFE, configuration will require the application of surveys to inspected survivors via calls/messaging using applicant contact information.

Note, the Agency's Texas Processing Center conducts an inspection survey of limited data results.

12. Because No Notice Events can occur at any time, will contractors need to be in a state of readiness to meet all PWS Production Options year-round, or will requirements be applied strictly based on the seasonal intervals identified?

The acknowledgement of seasonal work was designed for contractors to meet the established production ceilings variables throughout the year.

13. Regarding incremental funding of recurring costs, will FEMA provide an expected budget percent rate of annual request, and the timelines for releases?

FEMA is still determining the pricing structure and funding requirements of the new contract(s).

14. Regarding the utilization of satellite imagery to verify disaster residential damage, will the offeror be responsible for gathering imagery? Would FEMA consider other geospatial data sources and analyses for use in inspection process? We suggest a scope of work be made available to vendors to properly assess level of effort and potential enhancements.

When projecting the use of GIS imagery to conduct inspections, either FEMA will have provided the data with anticipated results (i.e. already deemed the unit's level of damage to be destroyed), or may share the imagery for contractors to confirm a dwelling to have been destroyed.

15. With the FEMA identified pain point of Inconsistent information and burdensome application process, will FEMA be identifying, outlining, and implementing a new process/solution or will the contractor be required to improve and implement the process? If required by the contractor, what abilities do the contractors have to alter, improve, edit existing FEMA processes? How will those be sent for approval to be changed if needed to alleviate the survivors pain point?

The industry day presentation displayed changes to include enhanced customer service requiring the inspector to convey "next steps "that the survivor will incur after the onsite assessment. Customer service details will be conveyed via GFE software and training material post award requiring additional time (estimated up to 15 minutes) with the applicant.

16. What, if any, limitations are placed on the contractor for sub-contract, vendor, and partnerships to successfully execute the contract and associated task orders?

There are no limitations placed on sub-contractor arrangements, partnerships, and joint ventures, aside from those currently in place in the FAR, HSAR and SBA Regulations.

17. Are inspection technology/systems to be provided by the contractor of FEMA? Are the required IT devices provided by the contractor or FEMA? (e.g. iOS iPad required for damage assessments?)

FEMA will provide GFE software to conduct the inspection (ACE) and to review the inspection (NEMIS). The ACE software will be used on GFE iPads provided by FEMA. Contractors will have an option to purchase and retain laptops to review returned inspections when using a Government interface (Citrix).

18. How is FEMA establishing the Performance Work Statement (PWS) Staffing requirements, Option 3?

For production option 3, FEMA projects a statement of work to identify the quantity of inspectors to be fielded within a stipulated time. This is a new production feature but not a new concept where in the past FEMA has specified personnel field deployments to meet challenges ahead of production models. Such occurrence may include deploying teams when the area is heavily damaged where mobility is greatly affected requiring the Agency to flood the field with capable inspectors to meet a minimum floor production that is less than a typical assignment. It would not be surprising if FEMA requests up to several hundred inspectors to arrive in the field within with 48 hours of task order award for this deployment.

19. Define Steady-State Field personnel (re: slide 23) Steady state personnel are those dedicated to the operational responses when conducting onsite housing inspections.

20. How many and at what frequency will FEMA provide Train-the-trainer training? Is train the trainer conducted in steady-state or as a JIT with associated task orders?

FEMA will conduct a single train-the-trainer session within 30 days of contract award with no further sessions conducted throughout the contract term.

21. Define the requirements for contractor supplied vs. government-furnished equipment (re: slide 29). During industry day, it was unclear if the contractor or FEMA is providing iPad and equipment used for inspections, please clarify. How will IT support be accessible to contractors that are using FEMA equipment/services?

Will 24/7 service be available? Will service be all remote based of in-field? Will in-field IT service be available during initial mobilization/demobilization? If not available in person during an activation, how will IT issues be addressed in a timely manner?

FEMA will provide iPads to record survivor losses and structural damages with applicable GFE software. FEMA has IT support available when first associating inspectors to the system, then incumbent on the contractor to manage and update dormant iPads on a re-occurring basis - typically monthly when ganging several iPads to a GFE MacBook pro. During contract performance, FEMA IT Helpdesk support is available to contractor personnel.

22. (Re: slide 30) Please further define/elaborate what data can be collected by the Contractor for personnel accounting.

For personnel accounting, FEMA permits contractors to retain on GFE servers the distinct applicant registration of the inspection conducted by the inspector, location of the inspection, type of inspection conducted and return status and inspection timelines. Summary data such as the count of inspections by inspector, timeliness and return status are permitted to be held on contractor systems.

23. How is stand-by time compensated? Stand-by time associated with inspections should be calculated and included in the relevant inspection unit price.

24. Who owns the survivor’s home inspection data? Can they share the date with other disaster assistance organizations?

FEMA owns and retains the completed inspection data and may share the results with State, Tribal or other Federal partners assisting in the survivor's recovery efforts.

25. How will FEMA measure the “quality” to determine if it truly delivers Survivor Support for the best survivor experience?

Contractor Quality Management Systems will detail the inspector's approach and interaction with the survivor. FEMA will then accompany the contractor's quality surveillance team back to the residence verifying the inspector's approach and completed interview with the survivor.

26. The scope of this requirement is primarily people services, would/is FEMA consider adding a technical product component to automate parts of this requirement?

This contract is for services to conduct onsite housing inspections to record disaster damages and meet with the survivor. FEMA provides the equipment (iPads) and associated software to record the inspection with no exception of integrating 3rd party systems. Stand-alone systems will require an ATO (Authority to Operate) proprietary systems, of which such a measure has not been permitted with FEMA's Individual Assistance division.

27. Will this be recorded and distributed to attendees? This session will not be recorded, however, the presentation may be posted to the System for Award Management (www.sam.gov) at a later date.

28. Who would I speak to if our company can provide possible solutions to both the customer services and training deficiencies?

Please direct your inquiry to the following email address: FEMA- Industry@fema.dhs.gov. You are also encouraged to visit our website at:

https://www.fema.gov/business-industry/doing-business

29. ONA stands for? Other Needs Assistance

30. Will the slides be available after the meeting? The slide will be posted to SAM.gov after the industry day, along with the Q&A.

31. Are drones used to perform the evaluations? Not at the current time, this task is for on-site assessments conducted by trained individuals

32. Are there specific background requirements for the inspectors to handle GFE?

Contracted personnel will need to pass a minimum HSPD-12 Moderate background investigation prior to receiving data via GFE.

33. Do you have to use the gov't furnished iPad or can you just VPN in with your own equipment?

Contracted personnel will use GFE and associated software to conduct and record damage assessments. Contracted personnel may use Contracted purchased equipment to review completed inspections via Government software - NEMIS (National Emergency Management Information System).

34. Clarification - WIll the government give more details regarding Inspection Triage?

The application of Inspection Triage via the NEMIS software holds the applicant's inspection for a designated time frame prior to releasing for an inspection. Event and timing of the release is task dependent however typically held for 2 days from registration.

35. Would you confirm if the contractors are already under contract with FEMA before the Task Order Compete.

The contractors who are determined the best value after FEMA's evaluation is conducted will be awarded an Indefinite Delivery - Indefinite Quantity (IDIQ) contract. It anticipated that this will be a multiple-award IDIQ. Task orders in response to disasters will be competed among IDIQ contract holders, unless an exemption applies in accordance with FAR part 16 Fair Opportunity Procedures.

36. How much time is allowed for a TOPR response once the proposal is requested?

TOPR response time may vary, based on FEMA's needs during the disaster.

However, historically, proposals have been due within four hours of issuance of the TOPR.

37. Is the ACE software web-based or is it a platform specific app? The ACE software is a stand-alone platform application. It is not web-based.

38. What is the process for those who already hold clearance? The same processing for initial submission will be required. Fitness form, 306, NDA and FCRA. FEMA's Personnel Security Division will conduct system checks to ensure the subject holds an acceptable level investigation for the position with no 24-month break in service. Reciprocity will applied if the investigation meets position sensitive requirements.

39. What is the process for those who already hold clearance? In addition to the above, HIS positions do not require clearances however an acceptable investigation which meets position sensitivity requirements will be used for the processing of public trust fitness determination. Also, the age of an investigation will also factor into the determination of the need for new investigation or reciprocally accepting investigation.

40. What is the timeline for the acquisition? RFP release in December 2023/January 2024, Contract award by September 2024.

41. What is the anticipated timeframe for the solicitation release? RFP release in December 2023/January 2024, Contract award by September 2024.

42. Are the contractors required to be certified home inspectors? No

43. How many contractors are being selected for this proposal? FEMA intends to award to two contractors.

44. Is this contract anticipated to be nationwide or divided into zones?

This will be nationwide contract to include U.S. Territories with no zone divisions.

45. Will the 24-month process include PIV approval with other agencies contractor roles: HUD REAC.

FEMA HIS contractors are issued 24-month badges depicting the title "Contractor" prior to working on the contract. This is a requirement of FEMA Physical Security with no reciprocity with other Agencies.

46. Is there an anticipated date for an RFP? The RFP will be released in the December 2023/January 2024 timeframe.

47. When will the HIS RFP be posted? This summer? This fall? The RFP will be released in the December 2023/January 2024 timeframe.

48. My company is currently registered with that liason for FEMA industry. However, we have never received a response from anyone.

Is there a more responsive contact for service/suppliers to contact?

Did you request a meeting? If not you should have gotten a response.

49. My company is currently registered with that liason for FEMA industry. However, we have never received a response from anyone.

Is there a more responsive contact for service/suppliers to contact?

what is the name of your company? who is the POC? Did you submit a vendor profile form on-line?

50. What about a survivors prescription medicine, oxygen tanks, that may have been destroyed in a storm, hurricane, etc. How will that be handle regarding a pharmacy filling the prescriptions, damaged wheel chair, etc.

Lost medicine and damaged medical equipment is processed as a need by the Agency where the inspector or onsite assessor is to record that loss, but not responsible for replacing the item.

51. Is there a minimum or maximum of required inspectors per contract?

Contractors will require sufficient personnel to complete a floor production of 10,000 inspections daily by Day 15 for peak seasonal activity. Historically this has required an excess of 1,500 inspectors.

52. What do you do if someone's important papers were destroyed in a storm, hurricane, fire, etc. How long do you give them to recover copies.

During the site visit, if not already verified, inspectors will need to confirm occupancy and ownership, plus the individual's identity. Individuals without this information will have a completed damage assessment conducted however will be required to submit evidence to FEMA . Applicants have up to 60 days to submit an appeal of FEMA's initial determination when documentation is not provided at the time of the inspection.

53. How many contractors will be awarded? FEMA intends to award to two contractors.

54. What is the contract projected to be valued at? The projected value is still being determined. However, FEMA's current estimate is that it will be significantly less than the current contract ceiling of ~$900M.

55. Will each contractor be required to meet peak time needs or can peak time needs be met by multiple contractors?

Each contractor must uniquely meet the peak production capacity

56. When are the 7 questions to Industry Due? 26-Apr-23

57. Will this be set-aside for wosb or hubzone etc? No, this acquisition is currently not being considered for any type of set-aside.

58. Could you please provide another POC for vendors? The FEMA Industry Liasons remain the best POCs for vendors. For HIS specific questions and information, please reach out to the current Contracting Officer, Jason Morgan, via email at jason.morgan@fema.dhs.gov.