QUESTIONS_AND_ANSWERS-_SMALL_BUSINESS_(HSFE02-14-R-0005).docx

QUESTIONS AND ANSWERS

HSFE02-14-R-0005

1) Is this a follow-on requirement?

No, new requirement.

2) A PowerPoint presentation to be used for prospective small business engagement. Please explain?

Power point presentations will be created with the assistance of FEMA staff for training purposes.

3) An After Action Report will be written to capture lessons learned and remedial actions- is this an AAR after one of the workshops, or is this AAR for future use?

One AAR to capture lessons learned and remedial actions for the 3 events will be created.

4) Is this RFP meant to be awarded as a stand-alone contract?

Yes

5) The first paragraph of the Scope of Work section states that, “A lead University partner will work with the staff of FEMA Region I, II and III Continuity Managers, State and Local Officials,” and continues that “The Lead University selected will be encouraged to identify local university partners in the geographic locations identified if necessary”. Is this solicitation restricted to bids by Universities? If open to all bidders, please describe the intent of highlighting the need for a University and whether including a university partner is a requirement.

Open to Private Businesses as well.

6) Please provide a requirements list for the Audio/Visual (A/V) support, facilities space necessary, and itemization of the handout materials for each workshop. As the solicitation requires fixed price bids inclusive of A/V, materials reproduction costs, and facilities cost, and as price is the most important evaluation factor, we believe it is in the government’s interest to define the minimum requirements such that bidders offer and price adequate resources to meet the expectations of the government.

Preferably all space utilized will be free of cost. We will need 1 large 75-100 people sitting about tables and 1-2 breakout rooms for 40-50 people sitting around tables. We will need PowerPoint proctors and screens for each room and a microphone sound system. FEMA will bring laptops. Materials will include presentations, agenda, welcome packet and a CD of electronic presentations.

7) Please explain the relationship between this solicitation and RFP HSFE02-14-R-0006 titled Fire Department Continuity of Operations (COOP) Workshop for FEMA Regions I, II & III. Would the government consider combining these two very similar solicitations as a means to gaining efficiencies?

If interested in both, please apply to both.

8) What are the expected contractor staffing levels in support of each workshop?

2 staff

9) What are the desired dates for each workshop?

The exact dates have not been determined. We are looking at a 3rd Quarter time frame.

10) We understand DHS/FEMA to have stringent internal requirements on approving conferences and workshops including regulations on contractors offering their own facility space or contracting directly for space on behalf of the government. Please describe or provide the regulations regarding appropriate and approved usage of space, and please provide the DHS/FEMA approved conference request package such that bids are in compliance with expectations. If the workshops have not been already approved, please describe the implications on the fixed price contracts should the workshops not receive final DHS/FEMA approval.

Preferably all space will be free. FEMA will not award a contract without the appropriate internal approvals.

11) Would the government consider extending the proposal due dates?

Extended to 9/17/14: No more extensions. Award date will be 9/30/2014

12) Question: SOW: FEMA Region I-II Continuity of Operations Workshop for Fire Departments Officials: A lead University partner will work with the FEMA Region I, II and III Continuity Managers, State Officials, the National Fire Academy (NFA) and Fire Department professional associations to conduct a series of three one-day workshops. The 3 workshops will be held in the following geographic locations (specific locations will be developed in coordination with the University partner) - 1) Plattsburg, NY/Burlington, VT area; 2) Western/Southern Connecticut/Southeastern NY to Long Island, NY area and 3) South NJ boarding Delaware or Pennsylvania. Each event will host up to 100 Fire Department Chiefs, Commanders and Firefighters to review prior disaster experiences, lessons-learned, best preparedness practices, draft SOPs, and ideas for further workshops and exercises. This event will focus on creating awareness and providing information, resources and support to Fire Departments to maintain operations during times of disaster. The Lead University selected will be encouraged to identify local university partners in the geographic locations identified. The SOW references the term “Workshop”, does this mean that you are looking for a workshop as defined by HSEEP?

The workshop will be created by the Vendor and approved by the FEMA Region II personnel prior to commencement.

13) Question: Will you consider making this a SDVOSB set-aside?

Open to large businesses and small.