Question_and_answers0_11213.docx

NOTE: THE FOLLOWING QUESTIONS AND ANSWERS ARE PROVIDED FOR INFORMATIONAL PURPOSES ONLY. ANY CHANGES TO THE SOLICITATION DEEMED NECESSARRY AS A RESULT OF ANY ANSWERS QUESTION ARE INCORPORATED VIA AMENDMENT ______

1. The FBO Pre-Solicitation Notice of December 8, 2012 stated that submitters of the capability statement will be notified whether the Government considers then to be a viable competitor or not a viable competitor.

Question: When will we be notified if we are considered a viable competitor?

Answer: FEMA has mailed the letters to firms that provided a Capability Statement (****PRESUMING THEY DO GO OUT ON 1/9****)

2. The FBO notice of December 30, 2012 states that the proposal is due on 1/28/2013. On the SF33 and on page L-9 under the proposal delivery instructions the solicitation states that the proposal is due 1/29/2013.

Question: Please confirm that the proposal due date is 1/29/2013.

Answer: The proposal is due on 1/29/13.

3. On page B-1 through B-3 one of the CLINS for each year is for Travel. On page B-3 the solicitation states that the total travel shall not exceed $100,000.00 per task order.

Question: Is the $100,000.00 to be used as a NTE for each year’s CLIN?

Answer: Yes, unless otherwise directed by the Contracting Officer.

4. On page C-3 under deliverables a Quality Management Plan is referenced. On page E-4 a Quality Control Plan is required to be provided no later than 14 calendar days after the contract effective date.

Question: Is the Quality Control Plan the same as the Quality Management Plan?

Answer: Yes, these are the same.

5. In the solicitation on page F-1 under paragraph F.3 it states that the principle place of performance will be contractor provides workspace. Under paragraph H.5 on page H01 it states that a portion of the effort required to be accomplished under this contract must be performed at a Government owned facility.

Question: Can the portion to be performed in a Government facility be defined as to what type of work and the percent of work?

Answer: Paragraph H.5 will be updated. The Government will not require any portion of the work be accomplished at government owned facilities.

6. On page L-6, in paragraph B Technical Proposal Instructions the RFP states that Volume 1 (Factors 1, 2, and 3) is limited to a total of 45 single-sided pages.

Question: Are the transmittal letter, proposal Volume cover page and the table of contents excluded from the page count?

Answer: All pages count toward the limit.

7. On page L-6 under B. Technical Proposal the instructions states: “The typewritten or printed letters shall be no smaller than Courier 12 point or equivalent as the minimum size standard.”

Question: Is Times New Roman Font Size 12, Arial Font Size 12 or Garamond Font Size 12 considered equivalent and acceptable?

Answer: Yes

8. On page L-6 the Subcontracting Plan is to be included as Factor 5 in Volume 1: Technical Proposal.

Question A: Is this the Small Business Subcontracting Plan?

Answer A: No

Question B: The Small Business Subcontract Plan normally includes cost numbers and cost is not to be included in the Technical Proposal in accordance with the instructions on page L-5. Should the plan be included in the Volume 2, Business Proposal?

Answer B: Yes . Include in Business Proposal

Question C: Section G, page G-1 states that for the Small Business Subcontracting Plan the offeror must submit a summary of the plan in response to the solicitation and the complete plan within 10 days after request from the Contracting Officer. What is to be included in the summary?

Answer C: The small businesses proposed by offerors should reflect as much as possible the FEMA goals, as stated in Section G.1

9. On page L-6, the solicitation states that the Volume 2, Business Proposal shall include: "Evidence of responsibility".

Question: What is to be included in the required evidence?

Answer: To be determined responsible, a prospective contractor must comply with FAR 9.104-1. As evidence of Financial Responsibilty, offerors should submit their most recent audited Financial Statements.

10. Under the proposal delivery instructions on page L-9 the RFP states that the proposals may be mailed to the below address.

Question A: Is it permissible to email the proposal? If it is permissible to use email what email address should be used to submit the proposal?

Question B: If email is not permissible may the proposal be hand delivered to the address in the solicitation. If yes are there any special procedures for hand delivery? Also what is the phone number for delivery notification?

Answer A: No Submit only Hard Copies and CDs, See L.1

Answer B: Yes. Proposals may be hand delivered, but they must be received in the Office of The Chief Procurement Officer in the Patriot Plaza Building. See instructions at Section L.1.

11. On page L-9 under the L.9 (a) Labor it references Attachment F (TBD).

Question A: Attachment F appears to be critical to the development of the cost. When will Attachment F be provided?

Answer A: The contractor should use the suggested as a guild only. here’s a high level breakdown of the LOE we had this year

On page M-3 under Factor 4 the solicitation states that the Government may evaluate key subcontractors past performance.

Question B: What is the definition of a key subcontractor?

Answer: A key subcontractor performs work that would have been performed by the prime contractor’s key personnel.

12. In the Technical Evaluation Plan on page 19 the format for the performance questionnaire is provided.

Question A: If the past performances questionnaires are the same as in our response to the December 8, 2012 Pre-Solicitation Notice will the ones previously submitted be sufficient and not be required to be resubmitted?

Answer: Please resubmit, so all considerations are in one stand-alone package.

Question B: If a past performance from a key subcontractor is submitted with our proposal will a performance questionnaire be required for a subcontractor’s past performance?

Answer B: A questionnaire for subcontractors is not required, but the Government may further investigate the past performance of that subcontractor, as stated in the RFP.

Question C: Should performance questionnaires be submitted to Ronald O. Ortega as stated in the questionnaire or to Mr. Taylor and Mr. Barrett?

Answer: Mr. Taylor and Mr. Barrett.

13. In section G, page G-8 under the paragraphs on final report and submission the reference is made to submit to the “Project Officer”.

Question: Should this be “COR” instead of “Project Officer”?

Answer: Yes, Delete the words “Project Officer” and replace with Contracting Officer’s Representative (COR)

14. Section L, page L-9 under L.9 (1) the RFP includes professional registration for all 3 levels.

Question A: Please provide a list of acceptable professional registrations.

Answer: It is the offeror’s responsibility to propose professional personnel who possess the necessary qualifications to perform work. Delete the words “Professional Registration”.

Question B: Does FEMA consider Certified Floodplain Managers (CFMs) and Project Management Professionals (PMP) professional registrations?

Answer: Yes

Question C: For Master and Senior Level positions, do PhD’s and Master Degrees augment or otherwise reduce the years of experience requirement? If so, by how many years?

Answer: No

15. Does the Government have an estimate on when “viability” responses will be made to vendors who submitted Capabilities Statements for the Technical down-select (due 21 Dec12)?

Answer: January 10, 2013

16. At L-7.1.d(2), the Solicitation states: “Additionally, the offeror shall submit … identification of the proposed subcontractor and an explanation of why and how the proposed subcontractor was selected including the extent of how competition was obtained.”

Question: What factors will the Government consider in determining the extent of adequate competition for selection of subcontractors? Also, does this requirement apply to small business offerors?

Answer: Adequate Competition refers to two or more proposals from prime offerors; not offers from subcontractors.

17. At L-7.2, the Solicitation states: “Section B.7, Provisional Indirect Cost Rates for Cost Reimbursement Task Orders shall be completed and provided with the proposal.”

Question: In Section B.7 (page B-4), the Solicitation indicates these rates are “to be completed during contract negotiation.” Please clarify.

Answer: Offerors should include provisional indirect rates that will be used to develop estimated costs for cost reimbursement task orders in their cost proposal for this solicitation, for evaluation purposes only. These rates will not be negotiated for the award of this prospective contract.

18. At L-8.7, the Solicitation states, “The offeror must address each of the elements in FAR 44.202-2 in order for proposed subcontractors to be considered by the Contracting Officer for consent of subcontractors to be rated with the initial award.”

Question: Does this requirement apply to small business offerors? Also, to what extent does the Government intend for offerors to address the points shown in FAR 44.202-2 in their proposals to be considered an adequate response for this requirement?

Answer: Offerors should submit separate cost and technical proposals for proposed subcontractors, so that the requirements of FAR 44.202 can be satisfied; thereby enabling the Government to provide its Consent to Subcontract upon the award of this prospective contract.

19. The Pre-Solicitation Notice for Capabilities Statements on this contract instructed, “the Government will evaluate only the Program Management Provider’s Similar Experience and Past Performance, whether or not the prime has already formed subcontracting partnerships for this effort.” By contrast, Attachment A to the Solicitation (A-2.2) states: “The TEP must analyze … the prospective offeror’s experience (including that of the prime contractor and potential joint ventures and subcontractors) that qualifies it to perform the Risk MAP program management contract.”

Question: In light of this difference, is it the Government’s intent that submissions in response to this Solicitation will include past performance examples demonstrating the capabilities of both prime and subcontractors/joint ventures?

Answer: The requirements for this RFP stand alone and are not influenced or altered based on the information sought for the Capability Statements.

20. At Section G, page G-8, first paragraph, the Solicitation states, “Monthly reports shall include – (3) A discussion of work to be performed … for each deliverable (applicable to cost contracts only).”

Question: Is the parenthetical intended to refer to the Cost Reimbursable CLINs?

Answer: No, the F6 report (monthly report) should include a discussion of all work to be performed.

21. Page L-9 indicates there should be an Attachment F (Labor Rate Table) with the Solicitation. We were unable to locate said attachment. Please clarify.

Answer: Attachment F will contain negotiated, fixed direct labor rayes, to be incorporated into the prospective contract.

22. Please confirm that the past performance questionnaires submitted for the mini-proposal will be evaluated as part of the response to this RFP.

Answer: See above

23. Please confirm that no additional past performance questionnaires are required as part of the current RFP submission.

Answer: See above

24. What is meant by key facilities for this RFP?

Answer: Any of the offeror’s facilities that are proposed to be used in performance of the work.

25. The bidder has noted that the clauses listed in the RFP Table of Contents for Section I from clause I.9 thru clause I.21 do not match the actual clauses found in Section I. Is it the intent of the Government to reissue the Table of Contents for consistency purposes? The following examples are provided for your convenience but is not all inclusive:

Answer: Disregard Table of Contents for I.9 –I.21

26. Does the current incumbent contractor staff include any employees that are members of a union or covered by a collective bargaining agreement? If so, please provide additional information regarding those positions and the associated agreements the employees are covered by.

Answer: The incumbent labor mix and approach is considered proprietary and not relevant to this procurement.

27. The RFP requires that the contractor and its subcontractors offer right of first refusal positions to other than managerial and supervisory employees of the incumbent workforce. In order for bidders to determine how to effectively comply with this requirement after award and to effectively describe their approach to meeting this requirement, please provide additional specific information regarding the current contractor "service" employees who are covered by this requirement, such as number of employees by individual labor category, current work description, current work location, etc.

Answer: This information may be obtained under the Freedom of Information Act, but will not be provided as part of this solicitation.

28. How many days after award would the successor contractor be provided the full list of individuals for all predecessor contractor and their subcontractor employees as described in H.10(c).

Answer: AQ

29. RFP Section I.9 “Bid Rates for Preparation of Fixed Price/Cost Reimbursement Type Task Order”. Section (a) notes the existence of the attachment F, Section J, “Labor Rate Table”. This attachment was not distributed with the solicitation. Does the government intend to distribute this attachment for use developing proposal responses?

Answer: Attachment F will contain negotiated, fixed hourly labor rates, to be incorporated into the prospective contract.

30. Does the government intend to provide an anticipated level of effort (e.g., labor hours) for the Program Management Services CLINs (0001, 1001, etc.)?

Answer: As this is a performance based acquisition the government will not prescribe the LOE to accomplish the objectives. See question above for example

31. Does the government intend to provide assumptions/estimated level of effort (e.g., labor hours, sample tasks) for projecting costs associated with the IDIQ Task orders (0002, 0003, 0004, etc.)?

Answer: As this is a performance based acquisition the government will not prescribe the LOE to accomplish the objectives.

32. Does the government intend to provide anticipated level of travel (e.g., required travel locations) for the Travel CLINs (0005, 1005, etc.)?

Answer: As this is a performance based acquisition the government will not prescribe the amount of travel required to accomplish the objectives. Travel required to support Risk MAP is needed at both a national and regional level. Travel could include but is not limited to, supporting the government in stakeholder engagement, conference participation in support of the government, supporting the integration of Risk MAP programs, and assisting national outreach strategy efforts.

33. Should business proposal submissions consider the government’s use of “fixed fee”, “award fee” and “incentives” interchangeably? If not, please differentiate between the terms.

Answer: Fixed fee (normal profit) and award fee/incentive fee are clearly defined by the FAR, and apply to this procurement as stated in the FAR. Attachment D to the RFP outlines the notional PRS/QASP for Award Fee purposes.

34. Does the government intend for business proposal submissions to estimate ‘fixed’ or ‘award fees’? If so, what assumptions/estimated level of effort will the government provide?

Answer: Yes, the business proposal should show fee build up, assumptions, and basis of estimates (BOEs)

35. Section L, “Business Proposal Instructions” states that sub-contractor cost information shall be furnished in the same format and level of detail as the prime offeror. Does the government require cost data (e.g., Direct Labor, Overhead and G&A, ODCs) for sub-contractors, or pricing data (e.g., sub-contractor hours by CLIN)?

Answer: Since adequate competition is expected, Certified Cost and Pricing Data is not required.

36. Does the government intend for proposals to specify a government-site and contractor-site rate for business proposal submissions?

Answer: See Clause F.3.

37. Will the government define “sufficient evidence of responsibility” required for submission in the business proposal (Section L, “Evidence of Responsibility”)?

Answer: Offerors should submit their most recent, audited Financial Statements for the Government’s analysis.

38. Will the government define the anticipated evidence to address the elements of FAR 44.202-2 for proposed subcontractors to be considered (Section L, “Information to Support consent to Subcontractors”)?

Answer: Offerors should submit cost and technical proposals for work to be performed by each subcontractor, sufficient to satisfy the requirements of FAR 44.202.

39. Reference: G.1 SMALL BUSINESS AND SMALL DISADVANTAGED BUSINESS PROGRAM/PLAN, page G-1: The government requires the submission of a Small Business Summary plan, but does not define the requirements of a ‘summary’ plan. Please define the required minimum elements of a summary plan.

Answer: AQ

40. It is stated on page 23 that a certain format is required for current and cumulative costs and states "in the following manner:" but nothing follows that statement. Please submit the invoice or voucher format associated? Further language on page 24, at the very end of Section G.12.a, also speaks to "the above is the precise format to follow" yet no format has been inserted.

Answer: Format is right above the wording

41. As it relates to Section G, G.8 PAYMENT - COST REIMBURSEMENT (COST-PLUS-FIXED-FEE, page G-4, will the Government consider an alternate billing arrangement of some percentage of fixed fee billed on a monthly basis during the period of performance for Task Orders with durations of greater than 2 months?

Answer: yes

Will participation in the FEMA Risk MAP Program Management program as a subcontractor prohibit future participation in the FEMA Risk MAP Production & Technical Services (PTS) or Customer & Data Services (CDS) contract re-compete efforts due to OCI concerns?

Answer: As stated at Industry Day, any organization may propose an Organizational Conflict of Interest Mitigation Plan for consideration, but given the nature of work entailed on the Program Management Contract it will be difficult to achieve sufficient OCI mitigation to allow a member of the PM firm to be a member of the PTS or CDS firm. FEMA will evaluate all proposed approaches, but cannot give assurance regarding the acceptability of the plan.

42. B-1 B.2 COST/PRICE SCHEDULE

"The anticipated ceiling for the five-year period planned by FEMA is $75 million, which is slightly higher than the current PM ceiling. The 'Background', on page C-3, states that the successful offeror will ""propose and develop a strategy to improve program performance and cut program costs.""

Question: What is the current contract budget funding amount for the equivalent 60 months? Is the required cost reduction reflected in the $75 million funding? Can FEMA provide clarification on the cost reduction goals mentioned generally in the RFP and at Industry Day of 30% or so. Does this cost reduction target apply to the Risk MAP Program in general (i.e., PTS, CDS, and PM) or more on the technical side only (i.e., CDS and PTS)?"

Answer: Specific costs and the approach used on the current contract have no bearing on this procurement. The Risk MAP program has seen a significant budget cut and continues to have downward budget pressure. The successful PM provider will provide efficiencies within the PM contract as well as helping the program achieve efficiencies outside of the PM contract.

43. B-1 B.2 COST/PRICE SCHEDULE-

Is FEMA expecting to receive an overall PM cost build-up that supports the $75 million ceiling over the five year contract period?

Answer: The government expects to see a cost build up for each year for each CLIN, with an understanding that the IDIQ cost-plus CLINs are estimates that are subject to change.

44. B-1 B.2 COST/PRICE SCHEDULE

Is FEMA expecting to receive an overall PM cost build-up that supports the $60 million ceiling over the five year contract period?

Answer: see above

45. B-1 B.2 COST/PRICE SCHEDULE

Can FEMA provide the number of contractor FTEs currently supporting the Risk MAP PM activities by each of the four PM objectives?

Answer: As this is a performance based acquisition, the current approach and LOE associated with accomplishing each objective have no bearing on this procurement.

46. B-1 B.2 COST/PRICE SCHEDULE

Can FEMA clarify it's overall program level cost reduction targets (by year over the next five years) for the Risk MAP Program overall and separately for Risk MAP PTS, CDS, and PM?

Answer: The program does not have specific annual or provider specific reduction targets at this time.

47. B-1 B.2 COST/PRICE SCHEDULE

Does FEMA request pricing estimates for travel tasks orders for all five ordering periods? Are there any travel assumptions that can be provided by FEMA?

Answer: Offerors should provide their Basis of Estimates for all aspects of cost build up, including travel. There are no travel assumptions above and beyond what is listed in the RFP.

48. B-1 B.2 COST/PRICE SCHEDULE

Will the government be awarding work under CLINs 0002, 0003, and 0004 at the same time as CLIN0001? If not, when does the government anticipate issuing Task Order RFPs under these CLINs?

Answer: The government will be incrementally funding this contract, and therefore not funding all CLINs for all years at contract award.

49. B-3 B.2 COST/PRICE SCHEDULE

What criteria will the government use to determine whether Task Orders under CLINs 0002, 0003, and 0004 are issued as FFP, CPFF, or CPAF?

Answer: The type of Task Order (FFP, CPAF, CPFF) will be based on the nature of the work, and its associated requirements, risks, etc.

50. C-1 C-1 STATEMENT OF OBJECTIVES

For Objective #3, what type of support does FEMA require in the compilation and dissemination of Mitigation Plan information?

Answer: For Mitigation Planning, the government may require but is not limited to the following support, project and program management, conference and stakeholder engagement support, meeting facilitation, and data compilation.

51. C-3 C-1 STATEMENT OF OBJECTIVES

For SOO PM objective 4, what level of external partner input is expected by FEMA for the mitigation planning strategy formulation process?

Answer: This language / task doesn’t appear in Objective 4, so its difficult to respond to this question.

52. C-3 C-1 STATEMENT OF OBJECTIVES

Can FEMA provide information on the current amount of travel to work with Regions and other stakeholders? Will there be any travel required to disaster sites

Answer: As this is a performance based acquisition the government will not prescribe the amount of travel required to accomplish the objectives. There may be the need to travel to disaster sites over the course of this contract.

53. C-3 C-1 STATEMENT OF OBJECTIVES For SOO PM objective 3, can detail be provided on the current National Outreach Strategy requiring implementation?

Answer: Information about the National Outreach Strategy is on the virtual library.

54. C-3 C-1 STATEMENT OF OBJECTIVES

For SOO PM objective 3, training is mentioned for state governments, local governments, tribal governments, and other stakeholders. Please provide background on current training program and activities. Is training anticipated to occur in person, remotely, or online?

Answers: As Risk MAP has evolved with its products and processes, the government has determined the need to continue the train Risk MAP staff, our Cooperating Technical Partners as well as other existing and new stakeholders at the state and local level. This is to ensure that the program and all of its partners continue to evolve. Training occurs at a technical and programmatic level. This training occurs in person, remotely, and online. An example of a training module for Risk MAP has been added to the virtual library. As this is a performance based acquisition the government will not prescribe the approach to accomplish the objectives, including schedule and deliverables.

55. C-4 C-1 STATEMENT OF OBJECTIVES

For SOO PM objective 3, please provide detail on the current tools and templates where maintenance is required.

Answer: Information about the tools and templates is on the virtual library.

56. C-4 C-1 STATEMENT OF OBJECTIVES

For SOO PM objective 3, please provide detail on the legacy engineering outreach messages and materials that will require updating.

Answer: Information about the materials is on the virtual library.

57. C-4 C-1 STATEMENT OF OBJECTIVES

For SOO PM objective 3, please provide background information on the Mitigation Plan Status database, and how it is promoted to and used by regional offices, community officials, and stakeholders.

Answer: The mitigation planning database is still currently under development. FEMA has a current way of tracking mitigation plans at both the regional and national level. The current system of tracking mitigation plans is for internal use only. The future system of tracking mitigation plans is still to be determined.

58. C-4 C-1 STATEMENT OF OBJECTIVES

"For SOO PM Objective 3, there are specific targets for increasing public awareness and understanding (5%). Have these targets been achieved to date? Are there results/analysis as to how the current PM has performed against ALL their PM objectives?

Answer: Information on the program’s performance on its key measures is on the virtual library.

59. C-4 C-1 STATEMENT OF OBJECTIVES

For SOO PM objective 4, to help in providing the cost estimates, can FEMA provide a list of the key stakeholder conferences, outside of the RAD workshop, that will require support? Can FEMA provide a list of conferences?

Answer: As this is a performance based acquisition the government will not prescribe the approach to accomplish the objectives.

60. C-4 C-1 STATEMENT OF OBJECTIVES

A number of deliverables are mentioned, but none appear to be tied directly to CLINs 001, 002, 003, and 004. Do you anticipate that key deliverables for all CLINs will be identified with each task order proposal request? Can FEMA provide a list of other deliverables anticipated by CLIN?

Answer: Each Task Order RFP will outline any required deliverables. Further, the list of deliverables in the RFP is not comprehensive.

61. C-4 C-1 STATEMENT OF OBJECTIVES

Many of the documents provided in the virtual library appear to be dated. Can FEMA provide the most recent Risk MAP general PM documents and other programmatic documents for all four objectives?

Answer: We need more specifics on what you are seeking. Many of the PM documents (e.g. Change Control) have only had minor maintenance tweaks made since being placed on the virtual library.

62. E-2 E-6 PERFORMANCE REQUIREMENTS SUMMARY (PRS) AND QUALITYASSURANCE PLAN

The Performance Incentive/ Disincentive paragraph of Section E.6, of the RFP includes the following note: The first reporting period will be from the effective date of the contract through September 30, 2013. Subsequent reporting periods shall be every six months thereafter. However, section G.7, Payment - Incentive/Disincentive (Performance-Based) references a 12-month evaluation period. Please clarify whether contractor performance evaluations (and payments issued) will be conducted every 6 months or every 12 months.

Answer: Performance evaluations will be done every 6 months.

63. E-2 E.5 PERFORMANCE OF GOVERNMENT CONTRACT QUALITY ASSURANCE FUNCTIONS - It appears that the RFP narrative for Section E.5 is incomplete. Can FEMA please confirm if additional language was intended for this section?

Answer: Section E.6 details the expected quality assurance information.

64. F-1 F.5 DELIVERY SCHEDULE

Are there any critical milestone schedule (recurring, upcoming/short-term, and long-term) dates that FEMA can provide the bidders to better inform their technical approach for all four PM objectives?

Answer: For the deliverables listed in the RFP, a transition plan, PMP, QMP, RMP, and IBR materials would be due at or soon after award. The other deliverables listed are stated as monthly. The recurrence/due dates for other deliverables proposed is subject to negotiation between the government and the offeror.

65. G-1 G.1 SMALL BUSINESS AND SMALL DISADVANTAGED BUSINESS PROGRAM/PLAN

For the small business sub-contracting goals listed, does the 32% small business goal include all the other small business categories listed or are all the other percentages in addition to the 32%?

Answer: 32% Goal includes all types of Small Businesses

66. G-1 G.1 SMALL BUSINESS AND SMALL DISADVANTAGED BUSINESS PROGRAM/PLAN

Can FEMA clarify if the 8(a) requirements of 3.0% percent participation also include small disadvantaged businesses? In other words, is a 2.9 for small disadvantaged businesses and a 0.1 percent for 8(a) acceptable? or vice versa?

Answer: These percentages are goals only.

67. G-2 G.2 TECHNICAL DIRECTION AND SURVEILLANCE

What is the government referencing on page G-2 when it says, “of the categories defined in (b)(1) through (5) above”? There is no section (b) or numbers (1)-(5).

Answer: Delete the words “in (b)(1) through (5)” and replace with the word: previously.

68. H-5 H.14 EARNED VALUE MANAGEMENT SYSTEM

H.14 defines the policy for EVMS. Is the government requiring an EVMS for this solicitation? If so, are you requiring that the 32 criteria for EVMS are met and certified by a third party for ANSI compliance?

Answer: The EVMS data provided by the PM provider must be certifiable, but FEMA will not require the provider to supply a certified EVMS system.

69. H-5 H.14 EARNED VALUE MANAGEMENT SYSTEM

Will FEMA require an Integrated Baseline Review (IBR) prior or after award of this contract?

Answer: Yes.

70. H-5 H.10 NONDISPLACEMENT OF QUALIFIED WORKERS (Executive Order 13495, JAN 2009) Will incumbent personnel that currently support the Risk MAP PM efforts with Accenture have the first right of refusal? If so, which positions?

Answer: No

71. I-1 I.8 52.219-28 POST-AWARD SMALL BUSINESS PROGRAM REREPRESENTATION (APR 2012) Can FEMA confirm the small business size standard as 500 employees and/or $7 million in average revenues for the previous three years?

Answer: Yes

72. I-1 I.21 HSAR 3052.209-72 ORGANIZATIONAL CONFLICT OF INTEREST (JUN 2006)

Will FEMA allow sub-contractors on a prime's team that currently provide services as sub-contractors on the Risk MAP PTS and CDS contracts with the appropriate OCI plan? If so, what is the criteria for an acceptable OCI Plan for this example?

Answer: see above.

73. I-1 I.19 HSAR 3052.204-71 CONTRACTOR EMPLOYEE ACCESS (JUN 2006) ALTERNATE I (JUN 2006) "Will the government provide contractors access to government furnished computers in order to access non-public government information? If so, will the computers only be accessible at authorized government facilities? If no, will the government provide contractors access to government non-public information via a VPN to be installed on contractor furnished computers?

Answer: If required, the government will provide computers and access, but FEMA is not prescribing the need to access non-public government information/data.

74. I-1 I.19 HSAR 3052.204-71 CONTRACTOR EMPLOYEE ACCESS (JUN 2006) ALTERNATE I (JUN 2006) What level of clearance do contractors need to possess in order to have access to government information and systems? If the clearance level can vary based on the contractor position, please identify all possible clearance levels (i.e. Public Trust/Moderate Risk, Public Trust/High Risk, etc.).

Answer: At this time only public trust/moderate risk clearance will be required for building access, etc.

75. K-5 K.3 Disclosure and Consistency of Cost Accounting Practices--Foreign Concerns (May 2012) The RFP contains a clause at K.3 titled "Disclosure and Consistency of Cost Accounting Practices--Foreign Concerns (May 2012)," however, except for 52-230-7, there are no other clauses related to the Cost Accounting Standards (CAS) in the RFP. Does this mean that CAS does not apply to this RFP except for foreign concerns?

Answer: No, CAS are required for all offerors.

76. K-5 K.3 Disclosure and Consistency of Cost Accounting Practices--Foreign Concerns (May 2012) Do the Cost Accounting Standards (CAS) apply to this RFP? If so, will the CAS thresholds (e.g., modified verses full coverage and the requirement for a disclosure statement) be determined at the task order level?

Answer: Yes, CAS will apply to the contract and task orders awarded there under.

77. L-6 L.8 PROPOSAL PREPARATION INSTRUCTIONS

What does FEMA mean by "information to support consent to subcontractors"? Is this different from the sub-contract letters of consent that will be provided?

Answer: This information denotes cost and technical proposals which should be submitted for each subcontractor.

78. L-6 L.8 PROPOSAL PREPARATION INSTRUCTIONS

Is the bidder required to use the same three past performances submitted as part of the Risk MAP PM capability statement submission? If no, how will the previously submitted past performance customer surveys be used in evaluating past performance?

Answer: see above.

79. L-6 L.8 PROPOSAL PREPARATION INSTRUCTIONS

Will FEMA allow proposal bidders to use Time New Roman font on all documents submitted instead of the Courier font? Times New Roman font will make the documents easier to read for the reviewers, as well as maximize the space provided for the response.

Answer: see above.

80. L-6 L.8 PROPOSAL PREPARATION INSTRUCTIONS

Volume 1 (Factors 1, 2, and 3) is limited to a total of 45 single-sided pages. Do resumes count in the page count for Factors 1-3 of 45 pages?

Answer: see above

81. L-7 L.8 PROPOSAL PREPARATION INSTRUCTIONS

"The business requirements in the RFP state ""Subcontractors: If proposed, cost information for each subcontractor shall be furnished in the same format and level of detail as prescribed for the prime offeror. Additionally, the offeror shall submit the following information:

1) a description of the services to be provided by the subcontractor;

2) identification of the proposed subcontractor and an explanation of why and how the proposed subcontractor was selected including the extent of how competition was obtained; and

3) the proposed subcontract cost, together with the offeror's cost or price analysis thereof, and performance schedule.""

The RFP also contains the clause 52.244-6 which states ""To the maximum extent practicable, the Contractor shall incorporate, and require its subcontractors at all tiers to incorporate, commercial items or nondevelopmental items as components of items to be supplied under this contract.""

Is it therefore permissible to propose subcontractors on a commercial item basis and without the requirements for cost information as stipulated above?

Answer: No

82. L-7 L.8 PROPOSAL PREPARATION INSTRUCTIONS

"Since this RFP is a Hybrid Fixed Price/Cost Reimbursable proposal, will FEMA allow subcontractors to submit time and materials (T&M) rates to the prime contractor without cost build up (with direct labor, overhead and G&A, and other direct costs)?

Answer: Yes. If additional support is needed to verify proposed subcontractor rates, it will be requested.

83. L-7 L.8 PROPOSAL PREPARATION INSTRUCTIONS

If the prime is anticipating issuing a time and materials (T&M) contract to its subcontractors, can the prime categorize subcontractor costs as ODCs?

Answer: No

84. L-7 L.8 PROPOSAL PREPARATION INSTRUCTIONS

How are we to value the IDIQ task orders for CLINS 002-005? An estimate based on the scope (SOO)? Should the price proposal for CLINs 002, 003, and 004 be based on approved DCAA (or FAR part 31) rates?

Answer: see above.

85. L-9 L.9 BID RATES FOR PREPARATION OF FIXED PRICE/COST REIMBURSEMENT TYPE TASK ORDERS Will the government be providing Attachment F?

Answer: see above

86. L-9 L.8 PROPOSAL PREPARATION INSTRUCTIONS

L.8, Proposal Preparation Instructions, of the RFP requires offerors to submit two separate volumes, "Technical Proposal - Volume 1" and a "Business Proposal - Volume 2;" Please confirm that offerors are only to submit one (1) copy of each volume.

Answer: Require 2 hard copies and 7 CD’s

87. L-9 L.9 BID RATES FOR PREPARATION OF FIXED PRICE/COST REIMBURSEMENT TYPE TASK ORDERS Section L.9 lists three different levels (Master, Senior, and Mid) to include in the contractor's labor tables. It also states that however a contractor defines a labor category is appropriate. In many cases, the contractor's labor category definitions are not broken out by these three levels of experience as the contractors may have their own requirements for each labor category. Will the contractor be required to map their labor categories to either a Master, Senior, or Mid Level or can the contractor have three different levels of experience within each of their labor categories?

Answer: The offeror may propose whatever labor categories it deems necessary to perform the work..

88. M-3 M.4 TECHNICAL EVAUATION FACTORS

Section M.4 states that "contract performance that ended earlier than three years from the date that the current solicitation was issued is not considered relevant". However, in the pre-solicitation notice, FEMA stated that performances within the last five years were permissible. Has FEMA changed their criteria for past performances that may be allowed to the last three years? Can FEMA please provide more clarification around the type of past performances allowed?

Answer: The Past Performance criteria has not changed

89. M-3 M.4 TECHNICAL EVAUATION FACTORS

The Risk MAP PM RFP does not specify the number of past performances requested by FEMA. How many past performances are requested by FEMA or are the past performances submitted through the Risk MAP PM capability statement submission sufficient? If so, should the bidder include these three past performances in the proposal?

Answer: See above

90. M-3 M.4 TECHNICAL EVAUATION FACTORS

Should all past performances included in the proposal be from the prime contractor?

Answer: Yes

91. M-3 M.4 TECHNICAL EVAUATION FACTORS

Is there a preferred past performance template that offerors should use or past performance information that must be included in the proposal submission?

Answer: Yes Attachment L-2 Organization’s Performance Questionaire

92. M-3 M.4 TECHNICAL EVAUATION FACTORS

Are there additional “Key Personnel” identified by FEMA for the Risk MAP PM contract in addition to "Program Director"?

Answer: as this is a performance based acquisition, FEMA will not prescribe who is listed as key personnel.

93. N/A General What will be the effective start date for the transition and for the new contract (i.e., does FEMA still anticipate the award date and transition to begin in April 2013)?

Answer: Transition will begin at award, which FEMA targets for Spring 2013.

94. N/A General When does FEMA expect to provide the results of the down selection process based on the capability statements submitted?

Answer: see above

95. Reference Section L.8.E Proposal Delivery Instructions: the RFP states that proposals may be mailed to FEMA.

Question: Will the government accept hand delivery of the proposal to FEMA at 395 E Street, S.W., PP 5th Floor, Washington, DC 20472?

Answer: see above

96. Reference Section L.9 Bid Rates for Preparation of Fixed Price/Cost Reimbursement Type Task Orders Subsection 1, Definition of Skill Level for use in labor tables: FEMA indicates that offerors should develop their own labor categories.

Question: Will the government be willing to allow offerors to propose additional skill levels?

Answer: see above

97. Reference Section C, Statement of Objectives Objective 1, Project and Process Efficiencies:

Question: Would the government be willing to post to the virtual library the spreadsheet of the current program efficiencies and the status of the Efficiencies Program?

The government has added additional relevant documentation on the virtual library regarding current program efficiencies for Risk MAP.

98. SOO requirement, Objective 1 "Provide Program and Capital Planning Support" references several documents including Program's Acquisition Lifecycle Framework (ALF) documentation, i.e. Acquisition Program Baseline (APB), Integrated Logistics Support Plan (ILSP), and Life Cycle Cost Estimate (LCCE).

Question A: Can you provide status of each of the documents?

Question B: When were the documents last updated?

Question C: Have the documents been approved through the DHS governance structure?

Answer: The documents have all been approved through the DHS governance structure, and are subject to update based on programmatic milestones.

99. Reference Section C, Statement of Objectives, Objective 2:

Question: Has the migration to the Ramona service referenced under Objective 2 been completed? If not, where does the Government stand in the process?

Answer: No, the RAMONA service has not been migrated. The government continues to coordinate on NDEP activities and concerns with NSGIC.

100. Reference Section C Statement of Objectives, Objective 3: Risk MAP Implementation Training:

Question: Is Risk MAP training currently being offered? Would it be possible for the government to provide information on the current training program and post any training materials to the virtual library? Also, what is the anticipated schedule for training delivery?

Answer: see above

101. Reference Section C Statement of Objectives, Objective 3: Engineering Outreach Activities Conducted by RAD:

Question: What current engineering outreach activities is the Risk MAP Program conducting? Would it be possible for the government to post relevant outreach materials to the virtual library?

Answer: Project specific outreach is covered by the PTSs and CTPs. At a national level, initiatives such as the High Water Mark Campaign and supporting initiative such as the Levee Analysis and Mapping Procedures are examples of efforts supported by PM. Information on these can be found on FEMA.gov.

102. Reference Section C Statement of Objectives, Objective 3: Assistance to Update the Mitigation Planning Program Strategy:

Question: Would it be possible for the government to post the Mitigation Planning Program Strategy to the virtual library?

Answer: At this time, the government has posted to the virtual library all relevant information on Mitigation Planning.

103. Reference Section C Statement of Objectives, Objective 4, Provide Logistical and Administrative Support:

Question: The government requests support to FEMA's presence at key stakeholder conferences, would the government be willing to clarify how many conferences per year require support, and in what locations?

Answer: see above

104. Reference Section C Statement of Objectives, Objective 4, Executive Communication Support:

Question: Would the government be willing to clarify what type of support this includes?

Answer: Executive Communication Support includes but is not limited to, supporting executives with materials and messaging needed for congressional briefings and national level stakeholder meetings.

105. Factor 4: Past Performance. There are no instructions related to questionnaires in Section L, but Section M-2 refers to the government’s use of questionnaires as a source of past performance information, and a questionnaire is contained in Attachment A TEP guidance.

Question: Does the government intend for questionnaires to be submitted in response to this RFP or will the government be initiating all contact with the reference POCs?

Answer: questionnaires to be submitted in response to this RFP Question A: If questionnaires are required, when are they due (questionnaire at the end of Attachment A – TEP guidance has a due date of Dec 7th)?

Answer : By January 29, 2013 Question B: If required, would the gov’t consider using the past performance questionnaires submitted (or contacts made by evaluators with our POCs) for references included in the Response to the Pre-solicitation Notice to meet the requirement, to avoid requiring our clients to fill out two questionnaires for the same purpose?

Answer B: Yes

106. Reference Section M.4 Factor 5, page M-3: FEMA indicates that the Subcontracting Plan (for large businesses only) will be evaluated on a "pass/fail" basis.

Question: Could the government please provide additional clarification on what information or metrics must be included in the Subcontracting Plan to earn a "pass" rating?

Answer: This information is not available

107. Reference Section G.1 (c), page G-1: FEMA provides the small business subcontracting goals:

Question A: Would the government be willing to clarify whether the 32% goal and the subtargets by socioeconomic classifications (e.g., 3% for Small Disadvantaged Business) are percentages of the total amount of subcontracted dollars, or of the total contract award?

Answer A: The % goals are of the Total amount proposed by an offeror Question B: Under Small Business Subcontracting Goals, the government lists “8(a) Small Disadvantaged Business (non 8(a))”. Will the government please clarify what you mean by “non 8(a)”?

Answer B : Non-Small and Disadvantaged Business

108. Reference Section L-8, C. Business Proposal Instructions and Section M.6 Cost Evaluation Criteria: Within the Business Proposal Instructions, it is stated that the Business Proposal shall include estimated cost for the Base Period and each Option Period as set forth in the CLIN Structure under Section B.2. Within Section M.6 Cost Evaluation Criteria, the following is stated – “The evaluated cost/price will be based on the total cost plus fixed fee of all CLINS inclusive of options.”

Question A: Given that all cost reimbursable CLINs identified in Section B are IDIQ, task order based, we assume that the Government is only requesting offerors to price the Firm Fixed Price (FFP) services which include Program Management Services CLINs 0001, 1001, 2001, 3001 and 4001 within Section B. Is this assumption correct?

Answer A: No Offerors should propose for all CLINs

Question B: If our assumption is correct, we respectfully request the referenced statement in Section M.6 to be revised to read as follows: “The evaluated price will be based on the cumulative price of all Program Management Services CLINs 0001, 1001, 2001, 3001 and 4001”, and that the directions in Section L.8, C. be revised to remove reference to proposing estimated cost and fixed fee for each CLIN set forth in Section B.2.

Answer B: See Above

Question C: If our assumption is not correct, will the government please clarify the evaluation criteria in Section M.6 to further explain the evaluation of the FFP and CPFF CLINs?

Answer C:

109. Reference Section B.2 Cost/Price Schedule, Incentive/Penalty % for Program Management Services CLINs 0001, 1001, 2001, 3001 and 4001; Clause Entitled Performance Incentive/Disincentive under Section E-6:

Answer: To bring overall clarity to the Award/Incentive Fee piece, see the Appendix D, PRS/QASP section. This is FEMA’s notional method to develop the Award/Incentive Fee plan. The exact metrics, weights, and which CLINs they apply to are subject to negotiation. This answer also applies for the question below.

Question: Is the Incentive/Penalty % to be inserted in Section B for the Program Management Services CLINs mandated as +/- 8% per the Performance Incentive/Disincentive Clause under Section E-6? If not please clarify.

110. Reference Performance Incentive/Disincentive Clause under Section E-6:

Question: The Performance Requirements Summary (PRS) Table lists 7 performance requirements and standards and a +/- 1% incentive/disincentive associated with each for a total incentive/disincentive of 7%. Assuming, that total incentive/disincentive % to be included in Section B – Supplies or Services and Price/Costs is +/- 8%, could the Government please clarify what performance requirement and standard comprises the remaining +/-1% incentive/disincentive?

111. Reference: Page H.5, Section H.13 (a), 2nd Paragraph, item (2) sites “… Award Fee Administration, contained in Section F.6…” Question: Could the government please clarify since Section F does not include an F.6?

Answer: This should read E.6

112. Reference Section H.13 Task Order Procedures, subparagraph (a) Request for Proposal: Within this section, the following is stated – “Pursuant to the Section B clause entitled, Bid Rates for Preparation of Cost Type Task Orders, bid rates specified in Section J, Attachments D and E shall be used in calculations for cost type task orders, and any deviations annotated by the contractor. Profit/fee is negotiable.”

Question: We assume that reference to the clause entitled, Bid Rates for Preparation of Cost Type Task Orders refers to the clause B.7 Provisional Indirect Cost Rates for Cost Reimbursement Task Orders, as there is no clause within Section B entitled Bid Rates for Preparation of Cost Type Task Orders. Is this assumption correct? If not, please provide the appropriate clause.

Answer: All clauses in Section B apply.

113. Reference Section J – List of Attachments:

Question: Will the Government please provide…