AFG_QA_HSFE40-16-R-0002.pdf

Questions in response to RFP

TASS - AFG 1

Item # Question Area in Question Government's Response

1. Will the agency waive the requirement that our personnel be U.S.

Citizens?

RFP H.7 No.

2. Name of the incumbent? General Cabezon Group, Inc.

3. Is this a new or existing requirement with an Incumbent General Existing requirement with Cabezon Group, Inc.

4. What is the current contract number General HSFEEM-11-C-0039

5. Please provide metrics on the number of applications received per year (in recent years) per program, volume of awards, and volume of closeouts processed.

General Applications AFG SAFER FP&S

FY15 10,488 1,318 908

FY 14 10,000 1,512 987

FY13 10,693 1,511 1,176

FY12 11,688 1,551 1,416

Awards AFG SAFER FP&S

FY14 2,245 254 90

FY13 2,151 250 96

FY12 2,490 294 267

Closeouts Processed FY15 Approximately 11,500 FY14 Approximately 6,000

6. Please provide metrics on the number of technical assistance inquires received per year.

General Approximately 10,000-12,000 annual Helpdesk calls

7. Please clarify the level of technical/procedural expertise versus programmatic/specialized expertise required of the Help Desk resources and the individuals being designated to provide “subject matter expertise” to applicants and grantees – versus the degree to which there will be designated Federal program staff supporting inquires and decisions of a programmatic nature.

General The primary expertise is subject matter expertise, there is a separate Tier 1 Help desk to assist with technical issues. Any policy decisions are made by Federal staff, but those are few and far between. If a help desk resource cannot answer a question, then the appropriate Federal staff answer the question. Training will be provided to Help Desk Personnel on typical questions and standard answers.

8. Please confirm the extent to which the Contractor will have remote access to any designated Federal systems required to administer general administrative and grant closeout process support or if assigned personnel are required to work onsite.

PWS 4.4 and 4.5 The grants management system is able to be accessed from any government issued laptop, and can be done remotely (except for the Help Desk).

9. Please provide clarification on the volume of grant files the Contractor is required to store/ secure.

PWS 1.4.6 and PWS Attachment A

The contractor will only have to store paper files, if that is how they propose to have the applications review, until data entry of those files is complete.

This will be approximately 6,000 for the Assistance to Firefighters Grant Program, 1,300 for the Staffing for Adequate Fire and Emergency Response Grant Program, and 1,000 for the Fire Prevention and Safety Grant Program.

TASS - AFG 2

Item # Question Area in Question Government's Response

10. Please clarify if the Contractor is required to provide a call management system to support the Help Desk functions or if an existing Federal system will be used.

General There is no Federal call management system currently in place. There is a government-owned toll-free number that is used for the help desk.

11. Section L.4.4.4 is requiring that the Contractor indicate the percentage of employees from the incumbent contractor(s) that the Offeror expects to retain. How many employees are deemed to be covered by Section H.25 and what percentage are deemed to be currently performing at an acceptable level?

RFP L.4.4.4 and FAR 52.222-17 Nondisplacement of Qualified Workers

See amended RFP Section L.4.4.4 and FAR 52.222-17; H.25 has been removed; RESERVED

12. What is the anticipated date of award? General 9/1/2016

13. Section 1.4.9 states, “The Contractor shall provide a Project

Manager and an Alternate Project Manager to work onsite at the Government facility.” Please confirm this is correct, as it seems the majority of the work will be done at the contractor’s site and as such they would more appropriately report to the contractor’s site.

PWS 1.4.9 The Project Manager and Alternate Project Manager should be at contractor’s site. A separate PM is not required onsite. See amended RFP Section PWS 1.4.9

14. Please confirm whether or not panelists will receive payment for their services.

General FEMA does not provide payment for panelists review applications under the AFG suite of grant programs.

15. Section 4.6 states, “The AFG program typically receives 10,000- 12,000 applications per solicitation; the FP&S program receives 1,000 to 2,000 applications; and, the SAFER program also receives 1,500 to 2,500.” Please confirm that these are annual projects.

PWS 4.6 They are annual grant programs

16. Section 4.6 states, “The AFG panel has historically spanned one full week with 250 panelists per week.” Please confirm that this is not intended to read “one month.”

PWS 4.6 Correct – The panel is typically one full week

17. How many review panels were conducted outside of a government facility last year and for which program(s)?

General All of the panels last year, AFG panel and SAFER/FP&S panels (combined event last year) were conducted outside of a government facility.

18. Will the government provide electronic or hard copy applications to the contractor for the application reviews?

PWS 4.6.10 The government will provide access to the application data to the contractor

19. Please provide the average years of seniority for incumbent personnel subject to the wage determination.

General See FAR 52.222-41(n) Service Contract Labor Standards

20. Please clarify if it is the government’s position that the contractor is responsible for providing SME’s with experience specific to FEMA policies and procedures or if the government will provide such a resource(s).

General The contractor is responsible for providing subject matter experts with experience specific to the Assistance to Firefighters Grants Programs and knowledge of fire service operations. See revised PWS sections: 4.3.2, 4.3.3 and 4.3.5

TASS - AFG 3

Item # Question Area in Question Government's Response

21. Section 4.3.3 states, “Generally, there are three (3) surge periods each year that are approximately 33 days in duration.” Is each surge period 11 days each for a total of 33 days or 33 days each for a total of 99 days?

PWS 4.3.3 Each surge period is approximately 33 days. See amended PWS 4.3.3

22. Will the government entertain awarding a cost type contract PWS 1.4.1 No.

23. Please provide the number of FTE’s currently staffed on the incumbent contract.

General 42

24. Section L.4.5.1 states that Volume 2, Price Proposal, must include estimated prices for the transition period, base period and each option period as set forth in the CLIN structure under Section B.2.

Section B.2 does not provide for pricing the 1-month transition period. The table begins with the 5-month base period defined as item no. 0001. Should we assume that the 1-month transition period is included in the 5-month base period?

RFP B.2 and L.4.5.1 Yes.

25. Section L.4.3.1, Format, indicates that Volume 2, Price, is to be submitted in Microsoft Office Excel format. Please clarify what format the Government would like the Reps and Certs, Letters of Commitment to be submitted (Microsoft Word, PDF, etc.).

RFP L.4.3.1 Microsoft Word or PDF is allowed for the Offeror to include other required price volume materials (e.g., letters of commitment; reps and certs; etc)

26. What percentage of contractor staff will be required to work onsite? General Only the Help Desk is required to work onsite

27. Please provide the name of the incumbent and clarify their eligibilty to respond to the current solicitation

General Cabezon Group, Inc. The solicitation is set aside to 8(a) firms

28. RFP, Section C – Description/Specifications, 1.4.4 Place of Performance (p.5): This section states that the primary place of performance for this requirement shall be at the contractor’s facility, with limited contractor staff located on-site at a government facility. However, Section 1.4.9 Project Management (p.6-7) has both the Project Manager and Alternate Project Manager working on-site at the Government facility. Is it acceptable to propose that the Project Manager work on-site at the Government facility while the Alternate Project Manager works at the contractor’s facility in order to supervise the contractor’s staff (unless needed at the Government facility in case of the Project Manager’s absence)? Further, can the Alternate Project Manager work for a subcontractor?

PWS 1.4.4 and 1.4.9 The Project Manager and Alternate Project Manager should be at contractor’s site. A separate PM is not required onsite.

TASS - AFG 4

Item # Question Area in Question Government's Response

29. RFP, Section C – Description/Specifications, Section 1.4.13 Intellectual Property/Proprietary Information (p.7): This section states that the Government has unlimited rights to all IP or proprietary data produced under this contract. Were there any IT systems or software developed by the incumbent contractor and used on the current contract? If so, are these IT systems or software now owned by the Federal Government and is the next contractor expected to maintain them? If not, is the Contractor expected to develop any new systems or software for this contract?

PWS 1.14.13 No, there will be no systems or software expected to be maintained by the next contractor developed under the current contract. Any tracking mechanisms (correspondence, application tracking, etc.) would need to be developed by the new contractor.

30. RFP, Section L – Instructions, Conditions, and Notices to Offerors, Section L.4.1.1 (p.109-110): This section states that the technical proposal must contain data concerning labor hours and categories, materials, subcontracts, etc. Is the Offeror expected to break out the hours and materials per task (i.e., does the Contractor have to break out the hours to perform Section C, 4.4.1, the hours to perform Section C, 4.4.2, etc.) or is it sufficient for the Offeror to give the total number of hours per labor category for each contract period to perform all of the tasks?

RFP Section L.4.1.1 It is sufficient for the offeror to give the total number of hours per labor category for each contract period to perform all of the tasks.

31. RFP, Section L – Instructions, Conditions, and Notices to Offerors, Section L.4.4.3.1 (p.113): This section states that the offeror shall provide up to three (3) relevant and recent customer/client references. Is it possible to obtain a Superior rating by providing only one or two projects, provided those projects meet the criteria for a Superior rating?

RFP Section L.4.4.3.1 No.

32. RFP, Section L – Instructions, Conditions, and Notices to Offerors, Section L.4.4.3.1 (p.113): This section states that the prime or the subcontractor shall provide up to three (3) relevant and recent customer/client references. However, L.4.4.3.2 (1) Narrative states that the narrative shall provide an overview of the relevant contracts held by the Offeror or any key personnel, subcontractor, partner, etc.

who is part of the current proposal. Please confirm whether one of the past performance contracts can be a contract performed by the key personnel, even if the key personnel was not employed by the Offeror or any of the Offeror’s teaming partners).

RFP Section L.4.4.3.1 and L.4.4.3.2

No, see change to RFP section L.4.4.3.2

TASS - AFG 5

Item # Question Area in Question Government's Response

33. RFP, Section L – Instructions, Conditions, and Notices to Offerors, Section L.4.4.3.2 (2) Reference Questionnaires (p.114) - If one of the offeror’s past performance projects is as a subcontractor on a Federal contract, please confirm that it is acceptable to have the Government agency complete the questionnaire (not the prime contractor).

RFP Section L.4.4.3.2 Yes.

34. RFP, Section L – Instructions, Conditions, and Notices to Offerors, Section L.4.4.4 Factor 3 – Staffing Plan and Key Personnel (p.115):

This section states that the Offeror shall identify and present resumes of professional personnel, consultants, and key personnel who will be assigned to this contract. It also says that letters of commitment shall be provided for key personnel that are not currently employees of the Offeror or its proposed subcontractors. If an individual has agreed to work for the Offeror or Subcontractor, but is not currently employed by the Offeror or Subcontractor, does the Offeror still have to provide a letter of commitment for that person if he/she is not key personnel?

RFP Section L.4.4.4 RFP section L.4.4.4 states, "Letters of commitment shall be provided for key personnel that are not currently employees of the offerors or its proposed subcontractors." (Emphasis added)

35. RFP, Section L – Instructions, Conditions, and Notices to Offerors, Section L.4.3.1 Format (p.111): According to this section, the Technical Proposal (consisting of the Work Plan and Management Approach, Past Performance, Staffing Plan and Key Personnel, and Quality Control Plan) must be submitted in Microsoft Office Word format. Is it acceptable to submit these sections in PDF format to avoid page jumps and formatting issues due to different computers and software? If Microsoft Word is mandatory, would it be acceptable to also submit a PDF version so that formatting can remain intact?

RFP Section L.4.3.1 Yes, Microsoft Word version is mandatory; a PDF supplemental version will be accepted.

36. The personnel qualifications for the Project Manager in Attachment C of the Request for Information released last year was not included in this RFP. Has the education/experience requirement for the Project Manager been eliminated?

Program Manager Education/Experience

Yes.

TASS - AFG 6

Item # Question Area in Question Government's Response

37. Regarding “4.3.1.1 Answer phone calls, emails, and other correspondence and contacts from applicants and grantees.” Can you please provide the number of days per week and hours of operation where contractor customer service/help desk support is required? Is any support required outside of normal business hours?

PWS 4.3.1.1 Help desk support is required 5 days per week during normal business hours.

38. Considering that this is anticipated to be a firm fixed price contract, can you please provide an estimate of the number and types of ad hoc support required under section “4.3.1.3 Provide reports to DHS/FEMA for technical matters on an ad hoc basis; and travel as necessary to various cities within the U.S. to provide technical guidance to potential applicants or grantees on the program or to support DHS at national or regional conferences. In instances such as these, the Contractor supporting DHS shall disclose their Contractor status during any representation. (Completion date:

Ongoing throughout contract performance period.)”? If not, can you please provide a government estimated level of effort for this task area?

PWS 4.3.1.3 Approximately 5 trips per year for up to 2 people. The level of effort for ad hoc reporting would be approximately 0.25 FTE.

39. The Solicitation only mentions only a Project Manager and an Alternate Project Manager as Key Personnel in RFP Section C.1.4.9- 10, and then list no Key Personnel in RFP Section H.27, The Key Personnel or Facilities under this Contract: (To be determined by the Contractor). Sections L and M, Instructions and Evaluation, imply the government would like the vendor to propose key personnel and the rationale for each. Question: Can you Government provide clear guidance on the Key Personnel requirements?

RFP Section C.1.4.9- 10 and H.27

RFP section H.27 HSAR clause 3052.215-70 shall be completed at contract award.

40. How many FTE currently support this contract? General 42

41. How many FTE currently support this contract on Government site? General Generally one, but up to 3 during surge periods.

42. How many FTE currently support the Help Desk? General Generally one, but up to 3 during surge periods.

43. What is the average cost per call for the current Help Desk support? General The program generally receives 10,000 - 15,000 calls annually. Historically, during non-surge periods the help desk is staffed with one Subject Matter Expert. During surge periods, the desk is staffed with up to 3.

TASS - AFG 7

Item # Question Area in Question Government's Response

44. 4.4.5 indicates, “Contractor shall maintain a process to transport official correspondence and other official documents from the Contractor’s work location back to the Federal facilities and vice versa at least once per week.” What documents are maintained in hard copy and not in electronic format?

PWS 4.4.5 Incoming support letters and 1199a Direct Deposit Forms. Additionally, during the technical review of grant applications, some files are transported to the Federal facility for additional review.

45. Attachment A outlines Physical Security Requirements, including Safes and Vaults. What products must be kept in a physical safe/vault?

Attachment A:

Physical Security Requirements

See amended PWS Attachment A - Physical Security Requirements

46. 4.6 Technical Evaluation Panel Support includes “The support of any of these panels requires project oversight; SMEs, travel expediters, data entry staff, quality control staff, and file control staff.” What does the government mean by “travel expediters?”

PWS 4.6 FEMA expects any contractor staff to be able to assist with coordinating the travel logistics of all panelists. See amended PWS 4.6

47.

The primary place of performance is contractor site, but apparently mandatory staffing at FEMA in DC of 1-2 during normal operations and 2-4 during periods of increased activity. Based on that statement, at least one person must always be onsite during normal working hours for the duration of performance. Are they expected to be dedicated personnel or can they be rotated?

PWS 1.4.4 They can be rotated.

48.

What qualifications are considered appropriate for the project manager and alternate project manager positions? Does the government require a minimum education level, certain number of years of experience, and/or a specific certification for this position?

PWS 1.4.9 See PWS Attachment C - Personnel Qualifications

49. If the government expects to furnish 20 laptops, is it anticipated that the contractor will be expected to furnish equipment for additional employees, or is 20 laptops sufficient for the level of effort associated with this scope of work?

PWS 3.2 The contractor would be expected to furnish any additional equipment required. The twenty laptops would be for any contractor personnel that require access to government systems.

50. What level of Public Trust/Suitability will be required? PWS 1.4.5 Non-sensitive.

51.

With the available information in the RFP and utilizing the Interagency Security Committee Facility Security Level Determination Matrix in the Risk Management Process: An Interagency Security Committee Standard publication, we determine a facility security level 1 is required to perform this work at non-government owned facilities. Is this assumption correct?

PWS 1.4.6 Per "Risk Management Process: An Interagency Security Committee Standard" publication, the facility security level 1 requirement is applicable to non-military Federal facilities only. This does not apply to the AFG requirement.

TASS - AFG 8

Item # Question Area in Question Government's Response

52.

The Government will provide workspace, computers, etc. on site for staff. Does that mean for the maximum of 4 at all times per paragraph 1.4.4? How many contractors will have dedicated workspace, computers, telephones, etc. vs. “access to”?

PWS 3.1 There are currently three dedicated workspaces for the help desk.

53. Are surge hours performed on site only during the periods estimated?

PWS 4.3.3 For the Help Desk surge periods, yes, they are onsite only.

54.

Does [G.5] clause apply only if a Proposal is being submitted as a limited partnership?

RPF Section G.5 Subcontract Consent

No, subcontracting is different from limited partnership. Offerors shall consult local SBA office for their guidance on limited partnership/JV.

55.

It is stated that the past performance questionnaires must be submitted to the FEMA POC by email - who is the FEMA POC?

Are the PPQs required to be submitted by the customer, or can the bidding vendor submit the PPQs on behalf of the customer?

RFP Section L.4.4. See RFP Attachment 3 - Past Performance Questionnaire

56. With regard to incumbent staff, does the government require or expect a certain percentage of incumbent staff be brought onto the winning vendor's team?

RFP Section L.4.4.4 See RFP Section L.4.4.4 and FAR 52.222-17 Nondisplacement of Qualified Workers

57.

The government indicates that past performance narratives are limited to 5 pages - can the vendor submit past performance narratives of 5 pages in length for each relevant reference submitted (for a total of 15 pages)? Or is the vendor limited to 5 pages for all 3 past performance narratives?

RFP Section L.4.4.3.2 Limited to (5) pages for all 3 past performance narratives.

58.

What is the Level of Effort (LOE) by CLIN for the current contract?

Can the government please provide an estimated LOE for this work?

RFP Section L.4.5.1 See PWS Attachment B - Historical Level of Effort

59.

Since this is a best value award and to help ensure a fair evaluation of proposals, can the government please provide an estimated number of resources required to complete this work? Alternatively, can the government please provide a set number of hours for vendors to provide rates against so vendors can be evaluated fairly?

RFP Section L.4.5.1 See PWS Attachment B - Historical Level of Effort

TASS - AFG 9

Item # Question Area in Question Government's Response

60. “Past Performance is more important than Staffing Plan & Key Personnel and Quality Control Plan”; & “At least on of the three (3) customer / client references must pertain to the prime Offeror. Will greater consideration be given to Prime 8a firms that can provide more than 1 Positive Past performance (out of the 3), i.e., not substantially relying on team members for past performance?

RFP Section L.4.4.3.1 and M.3.5

No.

61. In order to facilitate fair and open competition, will the Government provide the approximate current level of effort being provided to achieve program objectives, including skill levels? This is essential in developing a responsive offer such that the work plan provides sufficient detail for the government to understand the offeror’s ability to minimize risk to the government.

RFP Section L.4.4.2 See PWS Attachment B - Historical Level of Effort

62. To meet the requirements laid out in L.4.4.4, all Offerors will need to know the current compliment of positions utilized by the incumbent contractor, including number of staff and associated labor categories. Will the Government provide this information so that all Offerors can sufficiently craft their response to the Government’s request, allowing for a transparent and competitive process?

RFP Section L.4.4.4 The Government is seeking the offeror's staffing approach to performing the tasks of the PWS. Matching the current positions does not guarantee a favorable evalution rating.

63. In addition to Key Staff resumes, will the Government review and consider resumes for non-key personnel under the Staffing Plan?

RFP Section H.17 No.

64. With the Government requesting a Firm Fixed Price proposal, please provide the number of expected panels to be hosted per year of the contract (base and option). This information is needed to adequately price associated labor efforts.

PWS 4.6 The past two years, the SAFER and FP&S panels have been combined and therefore the number of expected panels annually would be two (2). In the base period, we anticipate one (1) panel taking place.

65. “The helpdesk services shall be performed at DHS/FEMA, 400 C Street, S.W., Washington, DC 20472) How many locations will the Government provide for Contractor personnel manning the Help Desk at DHS/FEMA during normal operating periods? Will these staff be expected to telework for a portion of their schedule, in a similar manner as DHS/FEMA employees?

PWS 4.3.3 The help desk does not have the option of teleworking, as the toll-free number cannot be forwarded. There will be three workstations available for the Help Desk staffing.

TASS - AFG 10

Item # Question Area in Question Government's Response

66. Key Personnel – “When Key Personnel are used as an evaluation factor in best value procurement, an offer can be rejected if it does not have a firm commitment from the persons that are listed in the proposal.” Will the Government consider a letter of commitment, from individual staff identified as Key Personnel, sufficient in meeting this criteria?

PWS 2.1.6 See RFP section L.4.4.4

67. Helpdesk personnel to be at 400 C Street….Are PM/DPM to be at 80K Street/FEMA Facility and Helpdesk personnel to be at 400 C Street/FEMA Facility and the program team to be contractor site?

How many desks/work spaces is FEMA providing for the Help Desk personnel? How many locations will be provided during the 3, 33day surge periods?

PWS 4.3.3 No. PM/DPM do not need to be onsite. There will be three worksations available for Help Desk staffing at 400 C Street SW, Washington, DC 20472.

68. How are contractors to price the Materials/Travel and how will those costs be paid? Should we price as a FFP, per B.2 002 or should we price/invoice and be paid based on 1.4.15?

RFP Section B.2 0002 and PWS 1.4.15

See RFP section L.4.5.1

69. Payment/Invoice for FFP Labor and Materials/Travel Is it the client’s intent to allow incremental payments, or one annual payment be CLIN? If incremental, is the client considering 12-equal monthly payments for each CLIN?

RFP Section B.2 See RFP section B.2. Yes

70. The Contractor shall provide a Project Manager and an Alternate Project Manager to work on-site at the Government Facility. Does the Government expect the PM and APM to be on-site full time when the rest of the contracting staff is off-site? Or does the Government intend to say that the PM and APM should have the ability to be on-site during surge times or for meetings with the Government accordingly?

PWS 1.4.9 See Item #13

71. Will the government consider providing labor categories for the current project in terms of numbers of staff?

PWS 4.0 See PWS Attachment B - Historical Level of Effort

72. “The contractor shall develop a secure electronic process whereby individuals will be able to review pertinent applications” Is the Government currently using an electronic or paper process? If electronic, is that available to any offeror or a proprietary system?

PWS 4.6.14 For all funding opportunities, except for Reseach and Development (under the Fire Prevention and Safety Funding Opportunity), applications are currently reviewed on paper. The electronic process for Research and Development would need to be proposed by the offeror. See amended PWS 4.6.14

73. “The contractor shall provide a Project Manager and an Alternate Project Manager to work on-site at the Government facility.” Will the PM and APM need to be on site while the majority of other staff is off-site?

PWS 1.4.9 The Project Manager and Alternate Project Manager should be at contractor’s site. A separate PM is not required onsite.

TASS - AFG 11

Item # Question Area in Question Government's Response

74. Technical Evaluation Panel Support...How many review sessions should the Contractor include in the pricing?

PWS 4.6 The past two years, the SAFER and FP&S panels have been combined and therefore the number of expected panels annually would be two (2). In the base period, we anticipate one (1) panel taking place.

75. Helpdesk coverage...Can the Government disclose the average number of Help Desk calls per review cycle?

PWS 1.4.3.1 Approximately 2,000- 2,500 per cycle (up to 33 calendar days)

76. Submittal Data on Personnel...If the Contractor was to provide resumes in addition to the Key personnel resumes, will it be considered in the evaluation?

RFP Section H.17 No.

77. “Materials/ODC/Travel Plug Number”...Can the Government clarify what should be included the ODC budget (e.g. lodging, logistics planning, meals, per diem, etc)?

RFP Section L 4.5.1 Lodging, supplies for technical reviews, per diem, office supplies, travel.

78. The Government will focus on information that demonstrates quality of performance relative to the contract size, type, content and complexity of the procurement under consideration. Will the Government make the Managing Partners of a newly formed Joint Venture for this procurement specifically, that do not have past performance as an established entity, provide individual past performance? Furthermore - if the 8a as the managing partner of the 8a Joint Venture does not have individual past performance, does that present a risk of quality, relative size, scope and type of this contract along with the complexity of the procurement in order to perform?

RFP Section M 4.2.4 See Sections A.4, K.3 and revised L.4.4.3.1

79. Can the government clarify its definition of “EMS”? General Emergency Medical Services

80. The Ordering Period shall begin on the effective date of the contract or date of award, whichever is later and end five

(5) months after that date. Can the government explain its rationale for preferring a five month base period?

RFP Section B.2 Budget period and the availability of funds.

81. Can the government clarify its definition of “transition period” and “base period” for pricing purposes? Is the contractor required to provide prices for a 30 day transition period (per C.1.4.16), or a 5-month transition period (per B.2)? Can the government clarify when the “base period” is set to begin?

RFP Section B.2;

C.1.4.16; and L.4.5.1

Transition period for the first 30 days after the contract award shall not be separately priced.

TASS - AFG 12

Item # Question Area in Question Government's Response

82. Contractor shall also be responsible for storing official grant files in a facility that meets all security standards dictated by FEMA’s Security Office. Does FEMA have an estimate of the volume/size of the current or future storage requirement?

C.1.4.6 The contractor will only have to store paper files, if that is how they propose to have the applications review, until data entry of those files is complete.

This will be approximately 6,000 for the Assistance to Firefighters Grant Program, 1,300 for the Staffing for Adequate Fire and Emergency Response Grant Program, and 1,000 for the Fire Prevention and Safety Grant Program.

See amended PWS Attachment A - Physical Security Requirements

83. Historically, ODC/Material purchases have generally consisted of, but not limited to, general office supplies and IT support/supplies.

Can the government describe the type of IT support/supplies that have been historically procured with ODC funds?

C.1.4.1.5 IT support/supplies have historically included the cost of renting audio/visual equipement during Technical Evaluation Panel at non-government facilities, renting additional computers during TEP from non-government facility,

84. Twenty (20) laptop computers will be provided by the Government for use at the Contractor’s facility upon contract award. Will all software have been loaded onto the computers and are other software prohibited from being added to the laptops?

C.3.2 Yes - all software necessary will be loaded onto the computers. Additional software is generally prohibited from being added to the laptops.

85. Does the government anticipate that all 20 laptops will be used by full-time employees?

C.3.2 No.

86. Would it be acceptable to the government for the Contractor to provide one or more of the government-furnished laptops to remote contractor employees?

C.3.2 Yes.

87. The contractor shall provide support services for the implementation, management, and administration of the various fire grant programs under the Assistance to Firefighters Grant Program.

We interpret “Basic Services” to be a summary of all tasks required under the PWS. Does the government intend for “Basic Services” tasks to be different and distinct from tasks described under Contract Management, Technical Support, Administration of Grant Awards, Grant Closeout Process Support, and Technical Evaluation Panel Support?

C.4.1 No.

TASS - AFG 13

Item # Question Area in Question Government's Response

88. Provide reports to DHS/FEMA for technical matters on an ad hoc basis; and travel as necessary to various cities within the U.S. to provide technical guidance to potential applicants or grantees on the program or to support DHS at national or regional conferences. Does FEMA have an estimate of the number of ad hoc reports or number of trips anticipated annually?

C.4.3.1.3 Approximately 5 trips per year for up to 2 people. The level of effort for ad hoc reporting would be approximately 0.25 FTE.

89. The Contractor shall develop a process to control correspondence.

What is the average monthly (or quarterly) volume of correspondence?

C.4.4.4 Approximately 6,000 letters annually.

90. Such support shall include generating a secure copy of each application to be paneled (hard copy or electronic), the generation of score-sheets for each panelist’s evaluations (hard copy or a secure electronic system)…Are there software compatibility requirements or preferences that FEMA has which would facilitate or expedite the transference or migration of data to the FEMA grants systems (4.6.13; 4.6.16)?

C.4.6.13 and 4.6.16 No. FEMA will provide necessary electronic data from FEMA e-grant system that will not necessitate additional software. See amended PWS 2.1 Definitions for "e-Grant System"

91. The Contractor shall develop a secure electronic process whereby individuals will be able to review pertinent applications. The applications to be reviewed under this process would be Research and Development (R&D) applications under the FP&S program. Is the R&D grant review the only instance for which the secure, outside review of materials will be required?

C.4.6.14 Yes, however, the offerors can propose a secure, outside review of materials for the different programs should they so choose.

92. Is a secure, electronic process currently in use? If so, can FEMA provide additional information regarding the nature, characteristics, and operation of the process?

C.4.6.14 Approximately 50 applications are reviewed electronically for Research and Development. The reviewers enter their scores and comments into a tracker, and those comments are moved into the E-Grants system used by the AFG Program

93. Does the government anticipate that the Contractor will build new software as part of the secure electronic process? If not, can the government clarify what software or systems it would like the contractor to use as a basis for developing the secure electronic process?

C.4.6.14 Yes - any trackers, systems, or software would need to be built as part of the contract.

TASS - AFG 14

Item # Question Area in Question Government's Response

94. The Contractor shall follow a process to receive and respond to requests from applicants regarding the disposition of their application. The process shall include a method for explaining the reason(s) that grant applications were not accepted for panel review.

The contractor shall prepare a letter, using an existing government supplied template, to the applicant which provides an explanation supported by the technical evaluation documentation provided.

(Completion date: Ongoing throughout contract performance period.)” QASP: “The Contractor shall develop a process to receive and respond to requests from applicants regarding the disposition of their application. The process shall include a process for explaining the reason(s) that grant applications were not accepted for panel review. The contractor shall develop a letter to the applicant which provides an explanation supported by the technical evaluation documentation provided.” Can the government clarify if the Contractor is to follow a process and use a template already in place? Or is the Contractor expected to develop a new process and template?

C.4.3.4 and QASP The government will provide the process and method to be used.

95. An intrusion detection alarm system which detects entry into the room and which broadcasts a local alarm of sufficient volume to cause an illegal entrant to abandon a burglary attempt. Is it acceptable to the government for Offeror’s alarm system to cover intrusions to the entire office space, vice an individual room?

Attachment A:

Physical Security Requirements

Yes.

96. Does the government require safes and vaults as part of its physical security requirements for this contract?

Attachment A:

Physical Security Requirements

See revised PWS Attachment A - Physical Security Requirements

97. Does the government require CCTV for the Offeror’s office suite specifically? Or would CCTV capability for the building in which Offeror’s space is leased be acceptable?

Attachment A:

Physical Security Requirements

See revised PWS Attachment A - Physical Security Requirements

98. Does the government anticipate the Contractor to require guard services under this contract? Would roving security personnel provided by the building in which the Offeror’s space is leased be acceptable?

Attachment A:

Physical Security Requirements

See revised PWS Attachment A - Physical Security Requirements

TASS - AFG 15

Item # Question Area in Question Government's Response

99. Does the government intend for the entire price volume to be provided in Microsoft Excel? Would the government accept a Microsoft Excel-compatible format to allow the Offeror to include other required price volume materials (e.g., letters of commitment;

reps and certs; etc), such as a PDF?

L.4.3.1 Yes.

100. Would the government allow inclusion of a table of contents that would not count towards the 40 page limit of the technical volume?

L.4.4 Yes.

101. The staffing plan shall indicate the percentage of employees from the incumbent contractor(s) whom the Offeror expects to retain...While we intend to fully comply with Executive Order 13495, how would FEMA like each Offeror to incorporate this into a staffing plan without the list of the incumbent’s service employees and a chance to review their qualifications and discuss their performance with FEMA?

L.4.4.4 See amended RFP Section L.4.4.4

102. Price proposal instructions...There does not appear to be specific instructions for describing labor category responsibilities. Does the government require descriptions for each labor category? If so, how would the government like the Offeror to present this information and in which Volume?

L.4.5 No, the Government does not require descriptions for each labor category under Price Proposal.

103. Past performance maximum page limit is 5 pages Past Performance attachments (Factor 2) and Resumes of proposed Key Personnel (Factor 3) is excluded from the page limitation, therefore, will not be counted towards the 40 page limitation.

Can the government clarify what “past performance attachments” are? Are these in reference to the past performance questionnaires sent from current clients to the Government?

L.4.3.1 and L.4.4.1 See RFP section L.4.4.3.2 regarding "Past Performance attachments"/questionnaire.

104. Past performance maximum page limit is 5 pages Past Performance attachments (Factor 2) and Resumes of proposed Key Personnel (Factor 3) is excluded from the page limitation, therefore, will not be counted towards the 40 page limitation.

Can the government clarify what aspects of the past performance section count against the 5 page limit?

L.4.3.1 and L.4.4.1 See RFP section L.4.4.3.2 paragraph (1) regarding "Narrative"

TASS - AFG 16

Item # Question Area in Question Government's Response

105. The Offeror shall submit written consent from the subcontractor, partner, etc. allowing the Offeror to discuss the past performance of the subcontractor, partner, etc. with the Government.

The Price Proposal shall include a letter, on subcontractor letterhead, and signed by an authorized representative of each subcontractor, which specifically indicates the subcontractor’s agreement to be included in the Offeror’s proposed teaming arrangement.Would the government accept inclusion of subcontractor consent to discuss the past performance of the subcontractor within the letter(s) of commitment provided in the price proposal?

L.4.4.3.2 and L.4.5.1 No.

106. Is there an incumbent contractor who has performed this work in the past year? If yes, can the Government please identify this incumbent contractor and any subcontractors?

General Cabezon Group, Inc. and McKing Consulting Group

107. Section 1.4.4 identifies the primary place of performance at the contractor’s facility with limited contractor staff of 1-2 persons working from the Government’s facility during non-surge periods.

Section 1.4.9 states that the contractor shall provide a Project Manager and an Alternate Project Manager to work on-site at the Government facility. Taken together, sections 1.4.4 and 1.4.9 seem to suggest that only the Project Manager and Alternate Project Manager will work at the Government’s facility. Can the Government please clarify whether that is the intent or if it is acceptable for the Project Manager/Alternate Project Manager to primarily work from the contractor’s facilities in order to properly supervise the contract team?

PWS 1.4.4 and 1.4.9 The Project Manager and Alternate Project Manager should be at contractor’s site. A separate PM is not required onsite.

108. Can the Government provide historical level of effort by hours, labor category, and the six tasks (4.1, 4.2, 4.3, 4.4, 4.5, 4.6) identified in the solicitation’s statement of work?

PWS 4.0 See PWS Attachment B - Historical Level of Effort

109. Regarding, G.5 Subcontract Consent, can the Government please confirm that this requirement does not apply to any subcontractors that an offeror proposes in its response to this RFP?

RFP G5 Subcontract Consent

Yes

TASS - AFG 17

Item # Question Area in Question Government's Response

110. The Physical Security Requirements outlined in Appendix A would impose significant costs on the winning offeror. How should offerors price the Physical Security Requirements in their price quotation?

Are these costs includes in the plug for ODCs?

Attachment A:

Physical Security Requirements

See PWS Section 1.4.6

111. Section L.4.3.1 suggests all of volume 1 (including factors 1, 2, 3, and 4) have a combined 40 page limit. However, L.4.4.1 says that “Past performance attachments (Factor 2) and Resumes of proposed Key Personnel (Factor 3) is excluded from the page limitation, therefore, will not be counted toward the 40 page limitation.” Can the government please clarify?

RFP Section L.4.3.1 See revised RFP section L.4.3.1 Format

112. Can the government confirm that neither the proposal cover nor the cover letter will count toward the 40 page limit for volume 1?

General Yes, however information on the proposal cover and the cover letter will NOT be evaluted.

113. Can the government provide additional information about how the E- Grants system is used through the grant application, application review, award, and close-out process?

General Applicants submit their applications within the system, and if awarded, their payment requests, financial and performance reporting, amendments, etc.

are processed through the system. Once the closeout become available in the system, the recipient will fill out closeout reports through the system as well.

114. Is the firm fixed price contract going to be structured in such a way to allow the government to receive support on an FTE level or on a task level?

RFP Section L.7.

52.216-1 Type of Contract

Task level

115. Should we include the current incumbent staff in our plan? L.4.4.2 Factor 1 - Work Plan and Management Approach. Transition Plan.

Offerors shall address and demonstrate approaches to each and appropriate evaluator factor.

116. What is the current compensation and benefits are for incumbent staff?

RFP L.4.4.2 Factor 1 Work Plan and Management Approach. Transition Plan

The current compensation and benefits for incumbent staff is proprietary information.

117. Is it sufficient to demonstrate competitive benefits? RFP L.4.4.2 Factor 1 Work Plan and Management Approach. Transition Plan

Offerors shall address and demonstrate approaches to each and appropriate evaluator factor.

TASS - AFG 18

Item # Question Area in Question Government's Response

118. Staffing Plan: Can DHS/FEMA provide the number, skill set and role of the incumbent staff supporting the AFG Support activities?

RFP L.4.4.4 Factor 3- Staffing Plan and Key Personnel

119. Can DHS/FEMA provide the resumes of the current incumbent staff supporting the office?

RFP L.4.4.4 Factor 3- Staffing Plan and Key Personnel

No.

120. Staffing Plan: Should resumes be submitted for non-key personnel? RFP L.4.4.4 Factor 3- Staffing Plan and Key Personnel

No.

121. What level of sensitive information will the contractor staff have access? If the contractor staff only have access only to PII-level sensitive information, what level of security (both facilities and computer systems) will be required? The RFP provides a significant level of security that appears to be for classified information.

RFP H.26 HSAR Class Deviation 15-01-- Safeguarding of Sensitive Information (Mar 2015)

The positions are non-sensitive.

122. Which elements of ATTACHMENT A: Physical Security Requirements are required for storing grant files an PII information?

The statement in the RFP indicates that the facility must meet all security standards dictated by FEMA’s security office which is not stated in the RFP.

PWS 1.4.6 Physical Security

See revised PWS Attachment A - Physical Security Requirements

123. What level of security will be needed to meet the Authority to Operate? Will the data be accessible and/or stored in place that is internet accessible?

RFP H.26 HSAR Class Deviation 15-01-- Safeguarding of Sensitive Information (Mar 2015)

No data shall be entered into the Contractor's IT system. FEMA laptops will be issued for this use.

124. Communication SME – Please provide insights into the type of communication subject matter expertise required for this effort.

General The subject matter expertise would have working knowledge of the opaerational needs and activities in a fire departments. With respect to research and development, the subject matter expertise would be with research design and methods as well as knowledge of fire service operations.

TASS - AFG 19

Item # Question Area in Question Government's Response

125. Since some of the work is being performed at the contractor location and some of the work is being performed at the government location, the overhead costs will be different. Can the government provide us a break down of FTE that will be on the government site and the number of FTEs that will be working at the contractor site?

Also, if the staff are not located at the government site for 12 months, can the government provide guidance in regards to how many days/weeks/months the staff will be working at the government location?

PWS 1.4.4 Place of Performance

The help desk will be the only onsite people needed.

126. Please confirm that the following information is accurate:

Administration of Grants 4.4.5 states that the Contractor shall maintain a process to transport official correspondence and other official documents from the Contractor’s work location back to the Federal facilities and vice versa at least once per week and Grant Closeout Process Support 4.5.1 states that the Contractor shall maintain a process to transport official grant files and other official documents from the Contractor-supported location back to the Federal facilities and vice versa at least once per day. Can you please provide some additional guidance as to how many weeks/months that the transportation of documents will be required?

PWS 4.4 and 4.5 Generally, the incumbent does pick ups/drop offs of material twice per week (support letters, direct deposit forms, grant files).

127. When submitting a past performance example, the RFP states that the one client reference must be from the prime. If an unpopulated JV is being bid as prime, does DHS/FEMA want to see a past performance example from the 8(a) partner or is an example from either partner sufficient?

RFP Section L.4.4.3 See Sections A.4, K.3 and revised L.4.4.3.1

128. Must the Point of Contact completing the past performance questionnaire be the same person who emails the questionnaire back to FEMA?

RFP Section L.4.4.3 No

129. If a set ODC price is being listed for evaluation purposes, will FEMA hold separate budget meetings after award to formalize a level of funding for ODCs?

RFP Section L.4.5 Yes

TASS - AFG 20

Item # Question Area in Question Government's Response

130. RFP, Section B, paragraph B.2, Item Numbers 0001, 0002, 0003, 0004 and 0005 states “… The labor price shall be inclusive of additional work required outlined in PWS Sections 4.3.3 and 4.5.2...” Work required in PWS sections 4.3.3 and 4.5.2 appears to be routine work for this type of effort. Is there a specific reason the Government labeled it “additional” work?

RFP, Section B, paragraph B.2, Item Numbers 0001, 0002, 0003, 0004 and 0005;

PWS Sections 4.3.3 and 4.5.2

See revised RFP Section B.2

131. RFP, page 5, Section C (PWS), paragraph 1.4.4, Place of Performance, states: “…Place of Performance: The primary place of performance for this requirement will be at the contractor’s facility, with limited contractor staff (1-2 during non-surge periods, 2-4 during surge periods) located on-site at a government facility located within the Washington, DC metropolitan area.Will the Government please reconcile how may contractors the Government will allow to be located on-site at a Government facility?

RFP, page 5, Section C (PWS), paragraph 1.4.4

There are currently three dedicated workspaces for the help desk.

132. RFP, pages 6 and 7, Section 1.4, paragraph 1.4.9 states: “…the Contractor will provide a Project Manager and an Alternate Project Manager to work on-site at the Government facility.