Consolidated_Questions-Answers_for_Solicitation_HEVAS6-15-T-0002_(11_12_14).pdf

1. Do the exercises have to be planned in accordance with the Department of Homeland Security's mandated exercise-planning methodology? (HSEEP)?

Answer: No. Homeland Security Exercise Evaluation Planning (HSEEP) is not required.

2. If #1 is "yes", does the selected vendor need to be trained/certified in HSEEP?

Answer: Not applicable.

3. What affiliation or certifications are required from ASCA, NASP, NASS, NASN, or APA Div 16?

What equivalent nationally recognized organizations are authorized?

Answer: To be a member of ASCA an individual must be a certified school counselor and/or supervise them. To be a member of NASP an individual must be a certified school psychologist and/or supervise them. To be a member of NASS an individual must be a certified school administrator. To be a member of NASN an individual must be a certified school nurse and/or supervise them. To be a member of APA Division 16 an individual must be a Licensed Psychologist and/or PhD level School Psychologist.

Equivalent nationally recognized organizations will be evaluated on a case-by-case basis.

4. The Department of Homeland Security-FEMA is the proponent for Federal Emergency Planning for all critical infrastructure sectors including schools. They have collaborated with the US Department of Education and both use the term Emergency Planning and Emergency Management. This includes Prevention/Mitigation, Preparedness, Response, and Recovery which are the four doctrinally accepted phases of Emergency Management. Please describe how these are interchangeable with the DODEA definition of Crisis Management?

Answer: DoDEA Crisis Management: Encompasses prevention of, and preparation for, a critical incident or crisis event. It is a time limited, problem focused intervention to identify, confront, and resolve a crisis event. Effective crisis management restores equilibrium, reduces emotional trauma, and supports appropriate adaptive responses from an effected community.

Prevention and Preparedness= Pre-crisis Climate and Preliminary Actions Response & Recovery= the Incident, Incident Response & Recovery.

5. What training have the schools received to this point?

Answer: All schools receive crisis management and emergency procedure training on annual recurring basis to refresh, refine, and update the schools existing procedures and practices.

6. Do schools have a current Security and Vulnerability Assessment within the last 3 years?

Answer: Yes, Schools have current vulnerability assessments on file.

7. Are school administrators trained in NIMS and ICS via ICS 100A NIMS and ICS for schools?

Answer: No.

8. Have schools completed tactical site pre-plans (pre-designated staging areas, IC positions, road patrol, and static security point planning by Base DES)?

Answer: No.

9. Do schools have a written CM/EOP that will be tested during TTXs?

Answer: Yes. It will be made available after contract award.

10. Do schools have a classroom quick action emergency response guides?

Answer: Yes.

11. Are the schools listed high schools, middle, or elementary. What are age groups of students?

Answer: DDESS operates schools from Pre-k through 12. See http://www.dodea.edu/Americas/ for a complete breakdown of this school system.

11. Is there a standard configuration of the School Incident Management Team or School ICS team?

Answer: Yes. The Crisis Management Team is a group of school staff trained in intervention and post-intervention procedures. Team members generally include the administrator, school psychologist, school counselor, nurse, teacher and other professional staff as needed.

12. What does the DDESS define as "take cover" procedure? Is this "Shelter-in-Place" (SIP)?

Answer: DDESS defines ”take cover” as protection against naturally occurring threats: Tornado, Hurricane, and Earthquake. DDESS defines Shelter-in-Place as protection against outside airborne threat.

13. Do schools have pre-planned off site evacuation procedures (with pre-designated and written re-unification protocols)?

Answer: DDESS has written re-unification procedures and protocols that are ongoing at each installation.

14. Please clarify the term "active observers" in the PWS, page 3.

http://www.dodea.edu/Americas/

Answer: Active observers are stakeholders who are not part of the school drills or tabletop training play. Active observers may have questions or input during the exercise or hotwash.

They may also be observers during the performance of school drills.

15. What specifically is the DDESS looking for in reference to graduate credit hours?

Answer: Vendor must provide a Certificate of Completion for Continuing Education Credit (CEC’s) which are recognized by educational licensing agencies. Previously CEC’s were provided through University of San Diego to participants.

16. What method was used to select the schools that are listed in the PWS?

Answer: A minimum of three (3) schools or at least 50% of the schools on each installation will participate in school drills. The selected schools were based on need, location, and available funding. Installations that have not already had this type of exercise are first. Individual schools are selected by the District Superintendent or all schools on smaller installations participate.

The 2 contract base year installations consist of Maxwell Elementary/Middle School (1) and Rucker Primary and Rucker Elementary Schools (2).

17. Will the government kindly provide a listing of the size of the staff at each of the schools?

Answer: DDESS operates schools from Pre-k through 12. See http://www.dodea.edu/Americas/ for a complete breakdown of this school system. Average staff size is 50 per school.

18. Do the identified schools currently have standardized crisis response plans?

Answer: Yes.

19. Are the standardized crisis response plans customized by district/location?

Answer: Yes.

20. If they have crisis response plans, is the contractor expected to use the current plans or are we reviewing and editing as part of the planning / preparedness phase?

Answer: Current plans will be used.

21. What is the Government defining as "the most current guide for developing quality school emergency operation plans"?

Answer: Paragraph 5.1.1.1.2 of the PWS refers to the FEMA guide 2013 “Guide for Developing High-Quality School Emergency Operations Plans”.

http://www.dodea.edu/Americas/

22. Are all direct employees working on this contract required to be certified in accordance with this paragraph (Technical, Page 17, Para iv) or is it only the trainer(s) referenced in PWS Paragraph 5.8.1, Page 5?

Answer: If the training approach is to utilize a team of trainers, at least one of the trainers must be certified.

23. Will the Government provide the offeror with a copy of the most current Guide for Developing Quality School Emergency Operation Plans (2013)?

Answer: Available online at www.fema.gov.

24. What is the anticipated duration of Training Session One?

Answer: Approximately three (3) to five (5) hours.

25. What is the anticipated duration of Training Session Two?

Answer: Approximately three (3) to five (5) hours.

26. Does the Government have a preferred Certificate of Completion format it would like the Contractor to follow?

Answer: Vendor must provide a Certificate of Completion for Continuing Education Credits (CEC’s) which are recognized by educational licensing agencies.

27. Are any of the Contractor Personnel referenced in this area of the PWS considered Key to the Contract (PWS para 5.8)?

Answer: Yes, all personnel referenced in section 5 beginning with “shall”.

28. If a customer complaint is validated by the COR, the contractor will be given four (4) hours to correct the defect. Please clarify if the four-hour requirement includes the corrective action taken by the contractor and drafting/submitting to the COR the actions taken to correct the defect? Is the four-hour timeframe universal for all customer complaints, even if the complaint involves significant actions (QASP 6.2.3)?

Answer: The four-hour requirement includes the corrective action taken by the contractor and submission to the COR the actions taken to correct the defect. This is universal to ALL customer complaints and references a VALIDATED COMPLAINT so fact-finding should have been ongoing between COR, customer and contractor.

29. Can the contractor assume that the COR will assist in obtaining CAC for all contractor personnel who are not currently CAC holders?

Answer: Yes.

30. Are there specific requirements for contractor use of rented or leased vehicles vice contractor owned vehicles with regard to registration?

Answer: No.

31. “At least two team members must have a current DoD security clearance (minimum of SECRET).” Will a DD254 accompany a subsequent contract?

Answer: Yes.

32. Would military training such as Army's Tier 1 counterterrorism, security site surveys for US embassies , and forward operating bases in Iraq and Afghanistan be considered equivalent to professional affiliations stated in part iv on page 17 of the instructions?

Answer: No, the training mentioned above is not applicable to schools.

33. Is it the intent to use an already established Association based program such as those listed in the RFP? Or is the Govt interested in alternate programs? In which case, would the timeline for the base period of performance allow for endorsement of the program?

Answer: Yes, the Association based programs listed in the RFP are the preferred programs. In accordance with Federal Acquisition Regulation 52.212-1 (e), the government will evaluate alternative proposed programs during proposal evaluations.

34. Is this a new requirement which would include curriculum development or is this an existing program?

Answer: We have existing programs.

35. PWS 5.1.1 – Can the Government confirm that the Contractor would be responsible for developing the training curriculum or does a training curriculum already exist, with the understanding that the training #1 & #2 curriculums needs to addresses items found the eight subsections?

Answer: Curriculum exists but the contractor must develop the training plan.

36. PWS 5.1.2 – The term “Crisis Program Manual” is referenced. Our interpretation is the contractor is required to develop or update Base level Emergency Operations Plan, District Level Emergency Operations Plan and School Level Emergency Operations Plan. Is this what is meant by “Crisis Program Manual”?

Answer: “Crisis Program Manual” is considered a manual provided by the contractor that supplements session 1 of the crisis preparedness workshop. The association referenced in

5.1.1.1.3 supports the information in the manual.

37. PWS 5.1.2 – With regards to the Crisis Program Manual being endorsed by at least one agency show in paragraph 5.1.1.1.3, does that endorsement need to be in place at the time of contract award or is it an endorsement that the contractor will get once the “Crisis Program Manual/Emergency Operations Plan” are finalized?

Answer: The endorsement will be obtained by the contractor once the Crisis Program Manual/Emergency Operations Plan are finalized.

38. PWS 5.2 – We would like to confirm that the activities (Drills & Tabletop Exercise) outlined in this section, would be developed utilizing the traditional Homeland Security Exercise & Evaluation Program (HSEEP) guidelines? EX. Drill = 1 Initial Planning Conference (IPC), 1 Final Planning Conference (FPC) and then Drill; and the Tabletop would include 1 IPC, 1 FPC and then the TTX.

Answer: Yes, four (4) training sessions: School drills, Training 1, Training 2, Tabletop exercise.

Reference question #47 below.

39. PWS 5.2.4 – We would like to confirm that it is the desire of the Government to have contractor provide the following services for each school: Drills apply to individual schools, training is installation wide.

· Training 1 – Prevention & Preparedness (60 Learners) + Training Evaluation Recaps

Answer: Yes, one per installation.

· Training 2 – Intervention & Recovery (40 Learners) + Training Evaluation Recaps

Answer: Yes, one per installation.

· TTX – Installation EMO, COR, Superintendent + Hotwash and After Action Reports

Answer: Yes, one per installation and usually in conjunction with Training 2.

· 4 Drills – Shelter in Place, Evacuation, Take Cover, Lockdown + Hotwash and After Action Reports

Answer: Yes, one emergency action drill for each school identified.

· TTX – School District Crisis Management + Hotwash and After Action Reports

Answer: Yes, installation wide TTX.

40. PWS 5.4 – This section references a term “Program Materials”. Please confirm the materials being referenced are all customized for each training, drill and exercise. It is not the intent to utilize existing Government developed materials (i.e. Ready.gov preparedness information).

Answer: Program materials are as recognized by school-based professional organizations para 5.1.1.1.3, DDESS and customized.

41. PWS 5.8.1 – “Contractor shall provide a trainer or team of trainers who are fully certified and/or licensed in crisis management practices.” Can the Government further define what type of certification they are requesting (ICS 300, ICS 400, HSEEP, MEP)?

Answer: ICS 300, ICS 400, HSEEP, MEP are all acceptable types of certifications applicable to Training Session 1 (para. 5.1.3.1); for Training Session 2 (para. 5.1.3.2) applicable certification are listed in section 5.1.1.1.3 of the PWS.

42. PWS 5.8.2 – The Government is requesting Contractor have credentialing authority and provide participants with a nationally recognized certificate of completion. Can the Government please further define what credentialing authority and certificate is required.

Answer: Contractor must provide a Certificate of Completion for Continuing Education Credits (CEC’s) which are recognized by educational licensing agencies.

43. RFP Pg. 16; Staffing Approach Subsection IV: The phrase, “or an equivalent nationally recognized organization”. With the focus of this project being Safety, Security and Emergency Preparedness, would organizations such as American Society for Industrial Security (ASIS) or International Association of Emergency Managers (IAEM) be equivalent affiliations?

Answer: ASIS and IAEM are applicable to Training Session 1, school drills, and tabletop exercise but not applicable to Training Session 2 (para. 5.1.3.2).

44. To enable the contractor to complete all of the items outlined in question #38 above, are we to assume that some of the planning conferences and preparation have already begun at Fort Rucker and Maxwell AFB schools?

Answer: Yes, coordination dates are currently being discussed.

45. What elements do you want included in the Emergency Response Plan?

Answer: Reference paragraph 5.1.1.2 of the PWS.

46. Are there specific scenarios or threats do you want to plan for?

Answer: Contractor is responsible for writing incident scenarios with input from the government.

47. What is the overall objective?

Answer: The overall objective is: to conduct emergency procedure drills at selected schools (5.2.4), provide Crisis Prevention and preparedness training to District, and School-based leadership and first responders (5.1.3.1), Provide Crisis Intervention and recovery training for school and installation mental health professionals responding to traumatic situations in K-12 schools using a tabletop format (5.1.3.2 & 5.3), facilitate a walkthrough of an incident from start to finish using a tabletop format which is attended by all first responders on the given installation (3.0 & 5.2.5).

48. Who will be trained in the plan? (Emergency Response Team, Adults at Schools, etc.)

Answer: All school and military based stakeholders. Stakeholders are defined as: installation Emergency Management Officers, COR, and the School District Superintendent or designee(s).

49. Can the Government please provide a copy of Exhibit 1 – Price Schedule referenced in the Solicitation?

Answer: Exhibit 1 was an oversight when posting the original notice. The amendment to add the Questions and Answers will also include Exhibit 1-Price Schedule. Note this document is a stand-alone version of the table listed under Paragraph 1, Description of Supplies & Services on pages 1 & 2 of the Combined Synopsis/Solicitation document.

50. If the proposed contractor team includes personnel located in different states, are applicable wage determinations for those locations also required? Is the wage determination supposed to be based on where the person lives, where the company is based, or where the training will take place?

Answer: As stated in the Combined Synopsis/Solicitation document on page 14 under “LIST OF ATTACHMENTS/EXHIBITS: Attachment 2”, the Wage Determination is to be incorporated at time of contract award “based on contractor location”. For purposes of determining these rates for this proposal, use the location where the company is based.

51. Evaluation criteria for Price includes completing Exhibit 1 and providing “all data required to make assessments of fairness and reasonableness.” In the instructions to Offerors, “the following information shall be included in the file entitled ‘Price’: 1) Price Schedule (Exhibit 1);

and 2) Applicable WD…” and it is to be limited to 1 page. Please clarify:

a. Is the one-page limitation to include Exhibit 1?

Answer: Exhibit 1 is a two-page document containing the contract CLINs, which will have available space to input proposed costs. The one-page limitation will apply to any documents over and above the required Exhibit 1 and the Applicable Wage Determination in the file entitled “Price”. Details will be explained in the amended document.

b. Will a fully completed Exhibit 1 provide the necessary information to allow the Government to make assessments of fairness and reasonableness?

Answer: Yes, if completed fully and error free. The Government reserves the right to require the submission of Other Than Certified Cost or Pricing Data if it is deemed necessary to arrive at a determination of a fair and reasonable price, per the instructions.

52. Is the requirement for the Offeror to provide the “Applicable wage determination for contractor location” included as part of the 1 page count limitation for Price? If so is the contractor allowed to modify Exhibit 1 – Price Schedule to include this information?

Answer: The one-page limitation will apply to any documents over and above the required Exhibit 1 and the Applicable Wage Determination in the file entitled “Price”. (Refer to Question #50(a) above.)

53. Please provide full text for Clause 52.212-4 (DDESS Addendum).

Answer: Clause 52.212-4 (DDESS Addendum) was an oversight when posting the original notice.

The amendment to add the Questions and Answers will also include Clause 52.212-4 (DDESS Addendum).

54. Re: 52.212-3 Offeror Representations and Certifications Should the Reps & Certs be placed in the price proposal? If so, will the page limit increase?

Answer: If your Representations & Certifications are completed online via the System for Award Management at SAM.gov, be sure to note this information in the “Cover Page” file with the Prime Contractor’s Information. We can view your Representations & Certifications online. If Representations & Certifications are NOT completed in SAM.gov, then attach an electronic file with 52.212-3 fully completed within the “Cover Page” file as part of the Prime Contractor’s Information for review.

55. Please verify that the small business subcontracting plan question does not apply to small businesses (in PPQ document).

Answer: Compliance with the requirements of FAR Clause 52.219-9, “Small Business Subcontracting Plan, Alt. II” does not apply to small business concerns, per paragraph (a) of the basic clause.

56. Administrative Question: Would the Government consider a modification of this solicitation to a Service Disabled Veteran Owned Small Business Set Aside?

Answer: No, it was determined via market research that a Total Small Business Set-Aside was in the best interest of the government for this requirement.

57. RFP Pg. 18 – This page references Exhibit 1 – Price Schedule. Can the Government confirm that the chart on page 1 of the RFP is in fact the referenced Exhibit 1 - Price Schedule?

Answer: Yes, it is a two-page document containing the contract CLINs and will be attached upon solicitation amendment.

58. Document Filename Combined Synopsis Pg. 1 – Outlines the Base Year of Performance as 12/15/14 to 5/31/15 (which is 5 months and 16 days). However, the Government references to award a firm fixed priced contract with a 4 month and 16 day base period. Can the Government confirm the base period is 5 months 16 days or 4 months 16 days.

Answer: The anticipated period of performance is 5 months and 16 days for the base period.

Page 1 of solicitation should read as follows:

“This is a RFP for Crisis Prevention, Preparedness, intervention and Recovery Program, Facilitating Planning, Observing, Drills, Conducting Tabletop Exercises, and Full Scale Exercises service with options. The Government intends to award a Firm Fixed-Price contract with a five

(5) months and 16 day base period and four (4) 12-month option periods as a result of this solicitation that will include the terms and conditions that are set forth herein.”