PTS_Industry_Day_Questions_and_Answers08222013.docx

Industry Day Questions & Answers

1. Will the Power Point decks be shared with attendees after the webinar?

Answer: Yes

2. Will you provide the list of attendees?

Answer: We will provide a list of companies that registered at the end of this document.

3. Does TARC have tools for estimating disaster damages associated with coastal erosion?

Answer: No, TARC developed guidance for evaluating coastal erosion affecting buildings which is contained in FEMA’s Coastal Construction Manual. Also, FEMA’s Substantial Damage Estimator tool allows the user to estimate damage to buildings regardless of the cause.

4. Will FEMA respond to questions that were submitted during the RFI response or should we resubmit those that may still be relevant?

Answer: Questions and responses have been posted on FedbizOps.

5. Can you share when FEMA will issue a revised SOO for the PTS A&E contract? Thank you.

Answer: Not at this time.

6. Please explain all abbreviations.

Answer: Done during presentation.

7. Can you provide an acronym list in the Q&A?

Answer: Yes, provided at the bottom of this document.

8. What is PPD-8?

Answer: Presidential Policy Directive - 8 (see slide 36)

9. How can industry get new ideas into this acquisition thinking, page 60?

Answer: In your proposal.

10. Did the responses give FEMA any clarity on how to use Small Businesses?

Answer: Each solicitation will address the small business requirements.

11. What is the anticipated number of awards per contract?

Answer: We anticipate issuing a multiple award IDIQ solicitation. Awards will be based on the applicable rules, regulations, and policies with consideration begin given to the administration costs, a manageable number.

12. Even though specific dates for issuing RFPs is not certain, can FEMA provide the order in which A&E, non-A&E, CERC, and MT-1 will be issued and awarded?

Answer: FEMA envisions awarding all contracts in time to transition prior to the expiration of the current PTS contract.

13. For planning and teaming purposes, can you share the approximate size/dollar value of each of the contracts?

Answer: No

14. Can you give an example of perceived conflict of interest?

Answer: No

15. Will proposals require nationwide capabilities or will be procurements be regionally focused?

Answer: Both

16. If increasing risk awareness and mitigation action are the key performance indicators for this program, what is the benchmark? Where are awareness and mitigation levels today? Where should they be?

Answer: Risk Map performance information is posted on the virtual library, see slides page 62, bullet 3.

17. Can you list the incumbent companies already performing this work for the government?

Answer: Current PTS - Baker/AECOM, RAMPP, and STARR Current HMTAP – AECOM Mitigation Services, CDM Federal Programs Corporation, Dewberry & Davis, and URS Current TARC – URS

18. Can a list of companies who provided RFI responses be provided?

Answer: Information has already been posted on FedBizOps.

19. Can you explain the perceived split between PTS and CERC in terms of educating community residents about risk and map changes?

Answer: While all providers will share responsibility for increasing risk awareness, CERC will have the primary responsibility for community engagement. Other providers will be engaged as required by FEMA.

20. Could you clarify your comment on the organizational conflict of interest mitigation plans?

Answer: Each solicitation will provide additional information on mitigation plans.

21. Does FIMA plan to meet part of their small business goals by requiring large business PTS contractors to subcontract engineering services (NAICS code 541330) to small businesses which can also help large businesses with local/regional issues (because most small businesses are local/regional)?

Answer: A subcontracting plan will be required.

22. Will COIs apply to industry primes or all team members?

Answer: Applies to all.

23. Are you looking for participation from one small business on a nationwide basis, or participation from multiple small businesses? PRIME AE

Answer: We are looking for qualified, best value, offerors regardless of size.

24. How many awards will be made for PTS A&E?

Answer: Previously answered.

25. What is schedule for RFPs and subsequent selection for A&E, CERC and MT-1?

Answer: Previously answered.

26. Will there be an RFP issued for the non-A&E? If so, when?

Answer: Yes, to be determined.

27. What will be the small business participation goals for the PTS A&E?

Answer: This information will be provided as part of the solicitation.

28. Will there be small business set asides for the PTS A&E?

Answer: Previously answered.

29. For the MT-1, small business competition, will that be small disadvantaged or just small business?

Answer: To be determined.

30. Will PTS A&E be assigned Regions or will all qualified firms be able to compete for task orders in all Regions?

Answer: FEMA does not anticipate assigning regional responsibilities.

31. Will the PTS A&E attend all the community meetings or only those requested to attend by the Region or CERC contractor?

Answer: Previously answered.

32. Is there any perceived conflict of interest between the PTS A&E, CERC, MT-1, and non-A&E provider(s)?

33. Answer: Conflicts will be evaluated on an individual basis.

34. Is there a perceived conflict of interest between the Risk MAP Program Management provider and the PTS A&E, CERC, MT-1, and non-A&E providers?

Answer: Previously answered.

For the A&E procurement, will there be a requirement for a Phase 2 solution?

Answer: Requirements will be addressed in the solicitation.

35. When does FEMA anticipate issuing the CERC RFP? What is the expected date of award for CERC?

Answer: CERC questions will not be addressed at this time.

36. Will FEMA be issuing a draft RFP for CERC?

Answer: CERC questions will not be addressed at this time.

37. Will FEMA consider restricting current Risk MAP providers, including PTS, PM, and CDS from providing CERC services given the level of accountability around mitigation action that CERC will drive for Risk MAP?

Answer: See responses concerning OCIs.

38. The program/project management component will be key for CERC. Is FEMA expecting a program/project management provider be the integrator of CERC?

Answer: CERC questions will not be addressed at this time.

39. What will be the small business goals for CERC?

Answer: CERC questions will not be addressed at this time.

40. What is the schedule for the procurement process (all contracts)?

Answer: Previously answered.

41. If CERC is issued as a separate for all risk communications and related support, what risk communications role and responsibilities will be executed by the Risk MAP PM provider? The Risk MAP PM provider also had objectives to support communications and partnership building, so will these responsibilities now be moved to CERC?

Answer: CERC questions will not be addressed at this time.

42. Is there a CERC enterprise-wide model that FEMA or DHS prefer or will the CERC contractor have the flexibility to propose the best CERC model?

Answer: CERC questions will not be addressed at this time.

43. What is the anticipated value of the CERC contract?

Answer: CERC questions will not be addressed at this time.

44. Will we be notified in advance if any of these contracts will be issued as Small Business Set Aside?

Answer: Information will be provided as part of the solicitation process.

45. What is the estimated size of the different contracts to be issued? Order of magnitude is sufficient at this time.

Answer: Previously answered.

46. How many awards to you anticipate for each of these contracts?

Answer: Previously answered.

47. Are there any aspects of the work on this program that are prohibited from being performed outside the United States?

Answer: All work will be performed within States, Territories, Tribes, Districts, and U.S. Possessions.

48. What are the phases of the contract? Will there be a Solution/Interview/etc.

Answer: Directions will be provided in the Solicitation.

49. Are any subconsultants on the PM or CDS contract conflicted from participating on this contract?

Answer: Previously Answered

50. With separation of CERC and A&E Roles/Responsibilities, which contractor will have primary responsibility for coordinating project delivery?

Answer: FEMA coordinates project delivery with input from all Contractors.

51. There is no mention of the Non-PTS/Non-A&E Elements of HMTAP/TARC. When is this contract procurement expected to occur?

Answer: Previously Answered

52. Which of the contracts will include Regional Support?

Answer: FEMA has a Universal Objective of strong Regional Support.

53. When will responses to all questions be posted?

Answer: TBD

54. Describe the difference between the PM project planning role and the CERC project planning role.

Answer: CERC questions will not be addressed at this time.

55. Why is the PTS not involved in project planning, considering they will execute the bulk of the work, and may be able to save costs by planning projects.

Answer: PTS will have a role in Project Planning.

56. What is the metric that will be used to measure success of the various contracts and the program?

Answer: This will be answered with the Solicitation

57. Can you give a detailed definition of what MT-1s are and their purpose?

Answer: See FEMA.gov

58. Since the sound is not working for PC participants, will you be sending us the recorded copy of this webinar?

Answer: No.

59. Has an approximate date been determined when the CERC and MT1 pre-proposal meetings are to be held?

Answer: Not at this time.

60. Will the PTS A&E contractors be expected to establish Regional Support Centers?

Answer – FEMA has a universal objective for all contractors to provider strong, tailored regional support, but will not prescribe how Offeror’s will meet this objective.

61. On Slide 46 of the Industry Day presentation, the table indicates that the PTS A&E and the RM CERC contractors will both have primary responsibility for the Risk MAP Production and Assessment and Planning functional areas. To ensure that offerors are able to develop and submit solutions aligning with FEMA’s needs, can you provide any guidance on how these functional areas will be divided and what portions will be the responsibility of the PTS A&E contractor?

Answer – The slide was intended to be illustrative of each contract’s involvement, and each solicitation will provide specific responsibilities.

62. Industry Day discussed conflict of interest between FEMA contracts. However, a large potential for conflict of interest relates to FEMA-funded mitigation work conducted for states and locals. Will FEMA require that contractors disclose all existing contracts with states and local communities for FEMA-funded mitigation work?

Answer- Yes this information should be included with the OCI mitigation plan.

63. Is it FEMA’s intent that the PTS A&E contract will be performance-based contracts? If so, what will be the performance metrics? Will the contracts include Award Fee?

Answer- The PTS contracts will be performance-based, and notional metrics and directions will be included in the solicitation.

64. In order to ensure that offerors are able to develop and submit solutions in line with FEMA’s needs, can you describe the anticipated balance between flooding and other hazard/risk services to be provided under the PTS A&E contract?

Answer- The majority of the work will be flooding services.

65. The relation of the PTS A&E contract to be to the Risk Analysis and Risk Reduction Divisions is clear. To what degree does FEMA anticipate the PTS A&E contract to support the Risk Insurance Division?

Answer-BW-12 will require FEMA to have more synergies between Risk Analysis and Risk Insurance but to what degree is uncertain at this time.

66. The current PTS contracts will have Regional Task Order work that will have period of performance thru approximately 2017. Is FEMA considering a Bridge Contract to transition between the current PTS contracts and the new PTS A&E contracts? If so, will this include the RSC operations?

Answer- FEMA will not comment on current Task Order Periods of Performance. FEMA is not currently considering a bridge contract.

67. Will the required Organizational Conflict of Interest Mitigation Plans discussed during the Industry Day presentation be required as part of the initial SF 330 submission or as part of the selection/discussions phase?

Answer-Yes.

68. If the PM has an OCI issue with PTS, CERC and/or MT-1, does that apply to just the prime contractor, or does the OCI issue apply to their subcontractors as well?

Answer- OCI considerations apply to all parties.

69. Or can the work by the subcontractors be mitigated?

Answer- See previous responses regarding OCIs

70. If the subcontractor is not providing support that would give them access to financial data, for current or future work done by other providers or reviewing the work done by other providers, would FEMA perceive that there is an OCI issue that cannot be mitigated?

Answer- FEMA will not respond to hypothetical OCI issues.

71. In the Industry Day Q&A, FEMA indicated that it "envisions awarding all [A&E, CERC, MT-1, and HMTAP/TARC] contracts in time to transition prior to the expiration of the current PTS Contract." Given the significant amount of concurrent procurement activity that would be required to make these awards by March 2014, how does FEMA intend to sequence the RFP's to meet this timeframe?

Answer-The RFP sequence is TBD

72. When will the Pre-RFP Conference for the non-A&E procurements occur, as described in the FBO posting?

Answer- Additional information will be posted to FBO as appropriate.

73. In the Industry Day Q&A, FEMA indicated that it anticipates a Multi-Award IDIQ Solicitation but not assign regional responsibilities. Because FEMA's specific approach to this will drive different team and solution options, how does FEMA intend to compete regional A&E task orders (e.g.one task order/ A&E provider per region or multiple task orders / providers per region)?

Answer- Will be identified in each solicitation.

74. What requirements currently being fulfilled by the Regional Service Centers under the Risk MAP PTS contracts are intended to be fulfilled under the new PTS A&E Contract and what requirements would be fulfilled by the non-A&E contracts?

Answer- See answers above regarding RSCs and the division of services between PTS and non-PTS contracts.

75. PTS A&E Objective 2 states that the PTS (A&E) will "Provide SME support to CERC, MT-1, PM, and CDS contractors as needed for correspondence, FMIX SUpport, business requirements development, National Flood Hazard Layer, etc. " What is the expected PTS (A&E) SME support requirement related to CERC objectives 2 and 3, specifically, implementing community engagement and designing/ delivering risk communications ?

Answer-The PTS (A&E) will provide a supporting role to community engagement and risk communications.

76. Given the Risk MAP PM contractor team's unique role in managing program performance and establishing program requirements, does the government intend to exclude the PM Prime Contractor and Subcontractors from participation on the PTS A&E Team due to “unmitigatable” conflicts of interest ?

Answer- See previous responses regarding OCIs

77. FEMA indicated in the Industry Day that it will consider Organizational Conflict of Interest (OCI) on a case-by-case basis during its evaluation of proposals. It has also indicated that there will likely be some "unmitigatable" OCI. In order to enable offerors to provide OCI mitigation plans with their proposals, will FEMA provide the areas where they believe a mitigation plan will be necessary? Additionally, to avoid providers submitting proposals that will be deemed unacceptable, what does FEMA believe to be "unmitigatable" OCI?

Answer- OCIs will be evaluated on a case-by-case basis.

78. The RFI and the Industry Day information did not provide information under which contract the services currently provided by the Regional Service Centers (RSCs) would be provided. Are those services being procured via the PTS contract or CERC contract or both or are the RSC functions being discontinued?

Answer- See previous answers on RSCs.

79. We understand that FEMA will require an OCI mitigation plan with each proposal and will review these plans on a case-by-case basis. We also understand that if a consultant is providing risk assessment, mapping, or planning services to a community, State, developer, or other Federal agency, they would be prohibited from reviewing that work as a PTS for FEMA, as that would cause a perceived and/or real OCI that needs to be mitigated. FEMA made clear during the Industry Day presentation that a real OCI exists between the Program Management consultant and the CERC, MT-1, and PTS consultant. With regard to the future contracts, does FEMA believe that there would be a perceived or real OCI if the same consultant were to be selected for a CERC, MT-1, and PTS contract? In order to determine if an OCI mitigation plan is required for this scenario, industry needs to understand if FEMA believes an OCI exists between the contracts and what the nature of the OCI is. Without knowing FEMA’s position on the potential for a real or perceived OCI between CERC, MT-1, and PTS consultants submitting proposals could be unduly burdened with the expense of developing OCI mitigation plans to no avail.

Answer-FEMA believes that potential OCI can be mitigated between PTS/CERC/MT-1, but will review all conflicts and mitigation plans on a case-by-case basis.

80. Will FEMA be scoring the OCI mitigation plan as part of the selection process? Typically OCI mitigation plans must be reviewed by both the FEMA Legal Division and Acquisitions for approval; will these reviews be part of the selection process? If the reviewers (selection panel, Legal, or Acquisitions) have questions or concerns with the submitted OCI plan, will the respondent be allowed to revise their plan prior to the selection in order to address the concerns?

Answer- Will be identified in each solicitation.

81. FEMA made it clear that an organizational conflict of interest exists between the Program Management contract and the PTS, CERC, MT-1, and non-A/E TARC/HMTAP contracts. Does this conflict extend to a subcontractor on the Program Management contract participating as a team member on any of the other contracts (PTS, CERC, MT-1, Non-A/E)? We believe many of the subcontractors on the PM team are small businesses, by extending the OCI to the subcontractors it could have a negative impact on small business participation for the PTS, CERC, MT-1, and non-A&E procurements.

Answer- Additional information will be provided with the solicitation.

82. FEMA stated during Industry Day that they expected to be faced with some unmitigatable conflicts of interest? Does that mean that in some cases FEMA would accept an “unmitigatable” conflict of interest if the solution was nevertheless considered the best value for the program?

Answer-OCIs will be evaluated on a case-by-case basis.

83. In the event it is necessary to acquire geospatial data in support of RiskMAP program requirements, does FEMA anticipate acquiring it directly from the data providers, or would the prime contractor(s) be responsible for that acquisition as part of a Task Order?

Answer-FEMA only procures products and services through mechanisms in which the government has privity of contract.

84. Please ask your team to provide an answer to the following related to the A&E RFP:

Please describe the anticipated outreach and stakeholder engagement that the mapping contactor will be expected to perform during the mapping lifecycle, including the different meetings (e.g., Discovery, Flood Risk Review, Resilience, CCO/Open House and post-Preliminary)?

Answer- See previous answers regarding PTS role in regional projects.

ACRONYMS

A&E – Architecture and Engineering ASFPM – Association of State Floodplain Managers BW-12 – Biggert-Waters National Flood Insurance Program Reform Act of 2012 CCO – Community Coordination Officer CDS – Customer and Data Service CERC – Community Engagement and Risk Communications CNMS – Coordinated Needs Management System CTP – Cooperating Technical Partner DFIRM – Digital Flood Insurance Rate Map DHS – Department of Homeland Security FAR – Federal Acquisition Regulation FEDD – Flood Elevation Determination Docket FEMA – Federal Emergency Management Agency FIMA – Federal Insurance and Mitigation Administration FMIX – FEMA Map Information Exchange GIS – Geographic Information System HMA – Hazard Mitigation Assistance HMTAP – Hazard Mitigation Technical Assistance Program HQ - Headquarters IDIQ – Indefinite Delivery Indefinite Quantity LODR – Letter of Determination Review LOMA – Letter of Map Amendments LOMC – Letter of Map Change LOMR – Letter of Map Revision LOMR-F – Letter of Map Revision-Fill MIP – Mapping Information Platform NAFSMA – National Association of Flood and Stormwater Management Agencies NDRF – National Disaster Recovery Framework NEPA – National Environmental Policy Act NFHL – National Flood Hazard Layer NFIP – National Flood Insurance Program NMF – National Mitigation Framework NVUE – New Validated Updated Engineering OCI – Organizational Conflict of Interest OFA – Other Federal Agency P4 – Project Planning and Purchase Portal PM – Program Manager PPD – Presidential Policy Directive PTS – Production and Technical Services RFQ – Request for Quotations Risk MAP – Risk Mapping, Assessment, and Planning SME – Subject Matter Expert SOO – Statement of Objectives TARC – Technical Assistance and Research Contracts TSDN – Technical Study Data Notebook

Companies Registered for Industry Day

Vendor Name

ABSG Consulting Inc.

Accenture Federal Services

ADAYANA

Addx Corporation

AECOM Technical Services, Inc.

AMEC Environment & Infrastructure, Inc.

Arc Aspicio

ARCADIS U.S., Inc.

ATCS, PLC

Atkins North America, Inc.

Avineon Inc.

Ayres Associates

BAE Systemts, Inc.

Barbaricum LLC

Bender Consulting Services, Inc.

Black & Veatch

CDM Smith

CH2M HILL

CIDVER Corporation

Convey

CoreLogic, Inc.

Cybermedia Technologies, Inc. (CTEC)

Deosi LLC

Dewberry Consultants, LLC

Dynamic Service Solutions, LLC

Edelman

EMC Corporation

ESA PWA

ESP Associates

EW Wells Group

Forsensic Analysis and Engineering Corporation

FTN Associates, Ltd.

Fugro EarthData, Inc.

GCR Inc.

Global Prairie

Grant Thornton

GSAREH LLC

Halff Associates, Inc

Hanson Professional Service Inc.

HDR Engineering, Inc.

Hitachi Consulting Corporation

HMS Enterprises, Inc.

ICF International

Ideation, Inc.

INDUS Corporation

Intermap Technologies, Inc.

International Business Machines (IBM)

InuTeqLLC

ISYS Technologies -WOSB

JACOBS

Kansas Department of Agriculture

Kogan & Company

LATA

LeapFrog Solutions, Inc.

Leonard Jackson Associates

Maga Design Group Inc

MDA Information Systems LLC

Michael Baker Corporation

MP Affiliates LLC

MWH Public Relations

Natural and Technological Hazards Management Consulting, Inc.

Nine Yards Media, LLC

NiyamIT

Obsidian Analysis, Inc.

Ogilvy Washington

Olshesky Design Group, LLC

OST, Inc.

Outreach Process Partners, LLC

Paragone Solutions

Peak Technology Solutions, Inc.

PricewaterhouseCoopers, LLP (PwC)

Prime AE Group, Inc.

Reynolds Smith and Hills, Inc.

Riverside Technology, Inc.

Sabre Systems, Inc.

Science Applications International Corporation (SAIC)

Stanley Consultants, Inc.

Stantec

Strategic Management Associates

STV, Inc.

T&M Associates

T.Y. Lin International

TASC, Inc.

Taylor Engineering, Inc.

The Axiom Corporation

The Nader Group LLC

The SI Organization, Inc.

URS Group, Inc.

USDA Foreign Agriculture Service

Vsolvit

Weber Shandwick

WEST Consultants, Inc.

Zimmerman Associates, Inc.