Non-AE_Pre-Prop_Conference_V4_0926.pdf

HMTAP

Hazard Mitigation

Technical Assistance

Program

TARC

Technical Assistance and Research Contracts

OEHP

Office of Environmental

Planning & Historic

Preservation

HMTAP

Pre-Proposal Conference

September 17, 2014

Federal Insurance and Mitigation Administration

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Good Morning and Welcome

We ask that you place all phones on mute at this time

Questions should be submitted using the chat function in Adobe

Connect

Thank you!

Hosted by Industry Liaison Program

FEMA-Industry@fema.dhs.gov

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Agenda Time Topic

12:00 pm Welcome and Opening Remarks

12:10 pm Program Overview

12:35 pm Contractual Information

12:40pm Questions Submitted Prior to Webinar

1:30 pm Break-Submit Your Questions

2:00 pm Response to Questions and Closing

Technical Assistance

Program

TARC

Technical Assistance and Research Contracts

OEHP

Office of Environmental

Planning & Historic

Preservation

Opening Remarks

Freda McDonald– Contracting Officer

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Contracting Staff

Veronica E. Key – Mitigation Branch Chief

Freda R. McDonald – Contracting Officer – Non-A&E

Wayne Sok – Contract Specialist (Primary) – Non-A&E

Technical Assistance

Program

TARC

Technical Assistance and Research Contracts

OEHP

Office of Environmental

Planning & Historic

HMTAP Overview

Gina White– Risk Reduction Division

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Hazard Mitigation Technical Assistance Program (HMTAP)

HMTAP mission is to reduce the risk to life and property, including the existing built environment and future construction, in the pre- and post-disaster environments through regulations, local ordinances, land use and building practices.

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New HMTAP Composition

HMTAP will include the Non-A&E Portions of three programs:

• HMTAP

• Technical Assistance Research Contract (TARC)

• Office of Environmental Planning & Historic Preservation

Contracts (OEHP)

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HMTAP (Non-A&E) Task 1

Provide programmatic assistance to the Hazard

Mitigation Assistance Grant

Programs

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HMTAP (Non-A&E) Task 2

• Environmental Assessments

• Environmental Impact

Statements

• Biological Assessments

• Historic Preservation

Reviews and Assessments

Environmental Planning & Historic Preservation

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HMTAP (Non-A&E) Task 3

Post Event Assessments:

• Quantitative Assessments

• Qualitative Assessments

• Substantial Damage Estimation

• Repetitive Loss Study

• Performance Analysis

• Etc….

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HMTAP (Non-A&E) Task 4

Research impacts to

FEMA

programs’, stakeholders, and applicants

Technical Assistance on

Proposed Policy & Regulation

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HMTAP (Non-A&E) Task 5

Publication development, maintenance, and enhancement on various technical and non-technical documents.

Technical Assistance

Program

TARC

Technical Assistance and Research Contracts

OEHP

Office of Environmental

Planning & Historic

Preservation

Contractual Information

Freda McDonald

Contracting Officer

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HMTAP (Non-A&E) Important Considerations

The award is expected to include a base year plus four one-year options for a total performance period of five years.

Anticipate a multi-award, Indefinite Deliverable Indefinite Quantity Contracts.

Proposals will be due on: Tuesday, 1pm local Washington DC time, October 7th, 2014.

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Organizational Conflict of Interest

Organizational Conflict of Interest Mitigation Plans will be required as part of the solicitation.

Plans will be evaluated on a case-by-case basis.

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Questions and Answers

Please submit your questions utilizing the chat function.

We will collect the questions, and work during the break to provide appropriate answers.

The questions and formal answers will be posted to FedBizOps.

Additional Questions may be submitted until 1 pm (Local Washington

DC Time) Thursday, September 18, 2014. During and After this Webinar, questions may be emailed to Wayne.Sok@fema.dhs.gov.

Late Questions will be answered at the option of the Government.

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Questions and Answers

1. What is the expected number of contract awards?

FEMA RESPONSE: Natural Break

2. The subcontracting goals for SDE, WO, HubZone, and SDVO shown in Section G.10 (page G-9) are different than the goals shown in Section L.7 (page L-5). Which should be used?

3. In order to allow FEMA to have a consistent review of the CLIN costs, can FEMA provide a brake-down of the expected hours by labor category and experience level?

FEMA RESPONSE: NO

4. Section L.1.5 (page L-9) indicates the cost or pricing information should be separated by

Objective and by CLIN. However, there are no Objectives in the CLINs. Please explain what is needed.

FEMA RESPONSE: See Section B.2 Total Estimated Cost/Prices and C.3 Contract Objectives.

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5. Section M, Factor 3 (page M-3) indicates the cost will be evaluated on “assessment of cost realism (cost-plus-fixed-fee line items only).” However, the CLINs does not specify any cost-plus-fixed fee items. Please explain.

FEMA RESPONSE: See B.4, Task Order Funding. Section B.2 Total Estimated Cost/Prices covers all work done under agreement.

6. Section B.4 (page B-3) indicates the task orders may be either fixed price (FP) or cost-plus-fixed-fee (CPFF). Should the CLIN Total Estimated Amount assume FP or CPFF? If CPFF, should be fee be included in the individual labor rates?

FEMA RESPONSE: See Question 5

7. In the Technical proposal, for each of the two Scenarios, it is required to provide the estimated labor hours by labor categories and experience level? If so, how will this information be used to evaluate the scenarios, since the experience level may be defined significantly differently (in years of experience) by each contractor.

FEMA RESPONSE: See Section M.2, Evaluation and Awards.

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Questions and Answers

8. Section L.8 (page L-6 and page L-8) mentions a sample form for Scenarios, factor 3. Please clarify.

FEMA RESPONSE: Each contractor must determine what level of standardization they plan to use throughout the task order process. Samples of any forms should be provided.

9. Is the page limit for the two Scenarios, 10 pages each (for a total of 20 pages) or 10 pages total?

FEMA RESPONSE: See Amendment.

10. The Scenarios indicate 7 pages for Technical Approach and 3 pages for Staff Qualification. Can you clarify what is expected in each of these sections?

FEMA RESPONSE: See Amendment

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Questions and Answers

11. The SOO for Scenario 2 requires “Individual Staff Qualifications.” Does this mean contractor can submit additional resumes for key staff identified for the scenario?

FEMA RESPONSE: Yes, the contract may submit what it feels is appropriate for the situation which could include resumes, but may not.

12. The SOO for Scenario 1 does not require “Individual Staff Qualifications.” Does this mean contractor is not allowed to submit additional resumes for key staff identified for the scenario?

FEMA Response: Scenario 1 requires staff qualifications as a part of the 10 pages. It does not allow for additional resumes.

13. The SOO for Scenario 2 indicates one (1) flood control project. Can you provide an approximate size of protection area (i.e., acres or number of houses and other buildings)?

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Questions and Answers

14. The SOO for Scenario 1 states that the projects will require “assistance with U.S. Fish and

Wildlife Service (USFWS) consultation to satisfy Section 7 of the Endangered Species Act (ESA)”;

and that contractor staff must possess expertise in “threatened and endangered species, including performance of survey(s) for endangered species, if required.”

a. Since the location of the projects is hypothetical, the scenario does not provide information regarding the size of the project area, or listed species that may occur in the project area. However, this information is needed to prepare a cost for the business proposal. Therefore, should the contractor assume that surveys of listed species will be required? If so, can FEMA provide information on the species to surveyed (or on the project location, for purposes of identifying the affected species); and on the size of the area to be surveyed?

(FEMA response on following page)

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FEMA RESPONSE: The size of the project area is approximately 50 acres.

Below is a list of threatened or endangered species that should be considered.

See amendment.

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Questions and Answers

15. Please clarify the small business subcontracting percentage requirements, as there is conflicting information in G.10, L.7 and Attachment 3, (Subcontracting Information). Additionally, please clarify whether small business subcontracting percentages are of total contract or subcontracted amount.

FEMA RESPONSE: See question 2. Attachment 3 is simply an example of how to do the calculations.

16. Section C.3 – Contract Objectives, item 4 refers to the Federal Advisory Council Act (FACA), however should this be referring to the Federal Advisory Committee Act, which became law in

1972? Could FEMA describe how FACA is applicable to this contract and, possibly, providing an example of work that the offeror would be expected to complete?

FEMA RESPONSE: The reference is to the Federal Advisory Committee Act (5 U.S.C., App)

(FACA), and the FACA Implementing Regulation (41 CFR 101-6 and 102-3). When FEMA completes research in the development of congressional reports we must follow FACA.

17. Please clarify if multiple awards are anticipated and, if so, the total number of awards?

FEMA RESPONSE: See question 1

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18. If multiple award contact, how will task orders or delivery orders be assigned?

FEMA RESPONSE: Competitively per solicitation/contract and the Federal Acquisition Regulation

(FAR) part 16.

19. Scenario 1: Please clarify the size of the project area.

FEMA RESPONSE: The size of the project is approximately 50 acres.

20. Scenario 2:

a. objective 1 of the SOO, states: Identify HMGP scopes based on the mitigation priorities provided by the Navajo Nation. However, the SOO further provided specific number of projects and project types therefore, is this element required?

FEMA RESPONSE: Yes, it is required as there is a need to identify alternatives for each project.

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Questions and Answers

b. One of the project types listed is a Flood Control Project. Please provide information on the project, including overall size and cost of the project anticipated.

FEMA RESPONSE: It is anticipated that the flood control project will protect approximately 70 residential structures. The cost of the project is not known as estimation and documentation of construction costs is part of the scope.

c. Does the Navajo Nation have a Mitigation Plan? If so, what are the mitigation priorities?

FEMA RESPONSE: Yes the Navajo Nation does have a mitigation plan. The specific priorities related to this factious disaster will be discussed at the kickoff meeting.

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Questions and Answers

d. Scenario 2 asks for offer to provide technical expertise and assistance in the evaluation of mitigation activities to include “Ensuring each project meets engineering feasibility...”. Per the HMA guidance, the feasibility of a project must be demonstrated through conformance with accepted engineering practices, established codes, standards, modeling techniques, or best practices. FEMA accepts the engineering design for a project if a registered Professional Engineer (or other design professional) certifies that the design meets the appropriate code or industry design and construction standards. Have these projects been designed by a registered design professional? If not, does FEMA require a design professional to ensure the projects meet engineering feasibility requirements and that each projects meets the required/applicable codes and standards (and design materials if applicable)?

FEMA RESPONSE: The SOO does not require engineering designs with a seal and signature.

However, FEMA does expect the contractor to propose a professional that can determine if the proposed projects meet the engineering feasibility requirements of each project.

21. C.3 Contract Activities, Objective 1: Solicitation states “…review HMA grant applications to include but not limited to; feasibility reviews,…”

a. What type of feasibility reviews will be required under this contract?

FEMA RESPONSE: An example of the feasibility reviews would be engineering and environmental feasibility.

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b. Is the offerer expected to perform engineering feasibility reviews, thus requiring a design professional (professional engineer or registered architect) per the HMA guidance?

FEMA RESPONSE: The SOO requires engineering feasibility reviews. It does not require engineering designs with a seal and signature. FEMA does expect the contractor to propose professionals that can determine if the proposed projects meet the engineering feasibility requirements of each project.

22. What is intent with direction in L.2.2 Overview Paragraph D of the pricing factor? - Any difference between the total cost shown on the Contract Proposal Cover Sheet and the costs proposed in the Cost Summary and Detailed Substantiation Sections shall be explained and a trace provided (i.e. management adjustment of 10%). In addition, any cost reductions made that are attributable to commonality with other programs, company-funded efforts; capitalization, etc. shall be supported with sufficient detail to allow evaluation.

FEMA RESPONSE: If this question concerns, L.8, Instructions to Offers', contractor shall provide complete pricing details.

23. Time and Materials (T&M) is mentioned in G.9 (2) and G.9 (14) b 1. Please clarify whether this contract will include T&M.

FEMA RESPONSE: T & M is not included. G.9 is a standard FEMA clause that applies to several contract types.

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24. B.2. Total Estimated Costs. Please clarify what percentage of the hours provided would be firm fixed price or cost reimbursable.

FEMA RESPONSE: See question 5.

25. G.4 Subcontractor Consent – If contractor has approved purchasing system, is consent required for all subcontracts?

FEMA RESPONSE: YES

26. H.8, Confidentiality of Information, Clauses (a) and (b): Would the government consider placing a time limit on the confidentiality obligation?

FEMA RESPONSE: NO

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Questions and Answers

27. L.8, Instructions to Offeror, 2.4 Detailed Substantiation (Labor Hours): The solicitation states that rates in task order proposals cannot be more than 5% higher than the corresponding rate in this proposal.

a. Please clarify the intent of this statement.

FEMA RESPONSE: It is simply to keep labor rates as proposed.

b. Is this a labor rate ceiling applied to each labor category’s negotiated annual raw labor rate?

FEMA RESPONSE: Please clarify the question.

c. Will this statement be included in the final contract versus being located in the “Instructions to

Offerors”?

FEMA RESPONSE: See Amendment.

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Questions and Answers

28. L.3 52.216-1 Type of Contract: It states “Cost-Plus-Fixed-Fee (CPAF)”. Is CPAF incorrect and this should state CPFF?

29. L.8 Instructions to Offerors: Instructions early on page L-6 indicate: “For the electronic copies, both volumes must be included on the same disk or thumb drive.” Yet later on the same page is the instruction that offerors shall submit “Nine electronic copies of the technical proposal and three electronic copies of the business proposal.” Please clarify the requirement for electronic copies of both proposals.

30. L.8 Instructions to Offerors: Technical Factor 2 instructions on page L-8 include the sentence “It should also include the management approach ensures seamless delivery across Contractor teams and the Government and how the proposed approach controls quality.” Please provide a corrected version of this instruction.

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31. L.8 Instructions to Offerors: Technical Factor 3 instructions on page L-8 include the sentence

“Responses to the scenarios shall be clearly marked with the offeror’s proposal and separated from the other factors/sections.” Is it permissible to include our factor 3 response in the same volume as the other technical factors, with each factor separated by a tab divider?

FEMA RESPONSE: Yes, Separated and clearly marked.

32. Factor 3: Scenario Evaluation: States “Up to (10) pages (each side counts as one page) of sample forms may be submitted above the (30) page limitations above.” However, each scenario attachment states 10 pages (7 pages for technical approach and 3 pages for staff qualifications.

Additionally, Scenario 2 asks individual staff qualifications.

a. Is the offeror to submit a total of 10 pages for both scenarios or 10 pages for each scenario?

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Questions and Answers

b. Is the offeror to include resumes for Scenario 2? Does the 10 pages for Scenario 2 include all resumes?

c. Are key personnel resumes required for Scenario 1?

d. What are the sample forms FEMA references in Factor 3?

FEMA RESPONSE: See Question 8

33. The small business requirement on page G-9 of the solicitation has a goal of 43%. Is this 43% of the contract or 43% of sub-contracted dollars?

FEMA RESPONSE: 43% - see calculations in attachment 3 to solicitation., see question 2.

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Questions and Answers

34. Page H-1 delineates requirements for meeting space. Is it the contractor’s responsibility to procure meeting space?

FEMA RESPONSE: Determined on a task order by task order basis.

35. Will more than one contract be awarded?

FEMA RESPONSE: Reference question 1.

36. Page M-1 states “A rating of Unsatisfactory in factors 1, 2, 3, or 4 will result in an overall unacceptable rating and no award”. What is the criterion that is used to determine what is unsatisfactory?

FEMA RESPONSE: Responses that do not meet the evaluation criteria in Section M.

37. The sub-contracting goals listed on L-5 differ from those listed on G-9. Which goals are correct?

FEMA RESPONSE: See question 2

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Questions and Answers

38. On page K-4 of section K the NAICS code for this acquisition is 541690, and then on page K-11 of section K the NAICS code for this acquisition is 541611. The size standard for each appears to be the same, but which code is correct for this acquisition?

39. Please confirm that the Government intends to make a single award for this contract.

FEMA RESPONSE: Refer to question 1

40. Section: F.2 (4) - Page: 11 a Comment: The financial status to date relative to the original plan. Graphs showing costs incurred versus planned cost, and effort (work hours spent versus projected effort) shall be included.

FEMA RESPONSE: No Comment

b. Question/Clarification: Please confirm that the italicized requirement above will only be required for non-FFP Task Orders.

FEMA RESPONSE: No, See Amendment (F.4 (4) )

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Questions and Answers

41. Section: G – Heading/paragraph: SMALL BUSINESS AND SMALL DISADVANTAGED

BUSINESS PROGRAM) – Page: 22

a. FEMA RESPONSE: Comment: No Comment.

b. Question: We are assuming the RFP in G.10 and L.7 contain the accurate subcontracting target for small business and not Attachment 3, the Subcontracting Plan. The RFP and Attachment 3 provide different subcontracting targets. Please confirm that the RFP is correct.

c. Also Sections G.10 and L.7 describe different individual requirements. Please confirm L.7 is correct.

FEMA RESPONSE: See Question 2

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Questions and Answers

42. Section: G.10, L.7 and Attachment 3

a. Comment: Page G-9, Article G.10, states Small Business goal as 43%, as does L.7 SMALL

BUSINESS AND SMALL DISADVANTAGED BUSINESS PROGRAM, however Attachment 3, (Subcontracting Plan) shows 65%.

b. Question: Please confirm percentages in L.7 are for subcontracted dollars and are the guiding requirements for this contract.

FEMA RESPONSE: See Questions 2 and 15.

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Questions and Answers

43. Section: L – Heading/paragraph: 2.4 DETAILED SUBSTANTIATION (LABOR HOURS) – Page:

a. Comment: In subparagraph B of referenced paragraph 2.4, the Government states the following:

“The proposal should include a list with position descriptions including minimum skill and educational standards of proposed labor categories and their associated rates. Labor rates should not be loaded. The rates listed will be incorporated into any resulting award and used as basis for task order pricing. Actual labor rates will be capped at a rate of plus 5% for settlement cost proposals.”

FEMA RESPONSE: No Response

b. Question: We assume that these ceiling DL rates would be applicable only to CPFF based orders, as cost control incentive is already built into FFP based contracting. Please explain how ceiling DL rates will be used in the evaluation of the FFP portion of the proposal.

FEMA RESPONSE: See question 27 (c)

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Questions and Answers

44. Section: L, Business (FACTOR 5: PRICE) – Subsections 1.0 through 2.8 (pages L-8 to L-12) and

Section B.2 TOTAL ESTIMATED COST/PRICES (pages B-1 to B-2)

a. Comment: Based on proposal instructions contained within the referenced areas of the RFP, it is unclear to us whether the Government is requiring offerors to provide estimated contract ceilings and price substantiation (e.g. detailed labor hours, material dollars, ODCs, rates and factors, GFE/GFI) for the IDIQ CLINs identified in Section B.2 Total Estimated Cost/Prices or for the 2 Scenarios for evaluation contained in Attachment 4 of the RFP, or possibly both the IDIQ CLINs and the 2 Scenarios.

b. Given that this future contract is described as IDIQ in nature with tasking to be defined at the task order level, offerors would need to make assumptions around key variables for purposes of estimating ceiling amounts for the IDIQ CLINs. The variables impacting each offeror’s estimation of ceiling amounts for the IDIQ CLINs are as follows: (1) technical scope of work; (2) geographic location of work; (3) contractor site vs. client site location mix for hours; (4) contracting basis – FP vs. CPFF mix.

Without these variables being quantified for purposes of bidding, each offeror would need to base their estimates on their own quantified assumptions specific to each of these variables which ultimately would lead to the Government receiving prices based on significantly different assumptions specific to these variables and prevent the Government from conducting a price evaluation that will allow for

“apples to apples” comparison of offered prices.

FEMA RESPONSE: Please clarify and provide additional information.

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c. Question: We assume that in order for the Government to conduct a true price evaluation that is based on requirements being defined in terms of the key variables cited above, that it intends for offerors to submit pricing estimates and associated substantiation of prices for only the 2 Scenarios.

Additionally, we assume that offerors need to propose a set of defined (e.g. described duties, experience and educational requirements) labor categories and associated Direct Labor Rate Ceiling

Rates that will be incorporated into the resulting IDIQ contract award. Are assumptions described here correct? If not would the Government please clarify?

FEMA RESPONSE: Please Clarify

45. Section: L – Section/paragraph heading: SUBMISSION REQUIREMENTS – PAGE 74 OF 84

a. Question: In the RFP, FEMA includes the following language regarding the responses to Factor 3

Scenarios: “Scenarios, factor 3, may be up to ten (10) pages (each side counts as one page) of sample forms may be submitted above the thirty (30) page limitation above. These sample forms should be clearly marked as such in addition to making this section of the offer.” Please clarify the term 'sample forms.'

FEMA RESPONSE: See question 9

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46. Reference: M-2 – FACTOR 3: SCENARIO EVALUATION

a. Comment: SCENARIO EVALUATION states that “Offerors should submit a complete proposal that addresses the scenarios in attachment 5 as if it were a task order request for proposal….”

b. Question: RFP refers to “scenarios in attachment 5.” Section J does not list Attachment 5. Please confirm there is no Attachment 5 and this should refer to Attachment 4.

47. Section: M – Heading/paragraph: FACTOR 3: SCENARIO EVALUATION – Page: 83 of 84 (M-2)

a. Comment: The fifth bullet states scenario responses will be evaluated on “the firm’s business proposal for its fitness to the respective scenario.”

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b. Question: Given the requirement, “The technical proposal must not discuss or allude to cost or price,” (page L-6) please clarify what content in the Scenario responses in Factor 3 will be evaluated for fitness of business proposal.

FEMA RESPONSE: It is possible to provide such information without providing the cost. Contractors should adhere to the solicitation.

48. Scenarios 1 and 2

a. Question: There are no instructions on how the offeror proposes fee for the IDIQ contract. Please clarify.

b. Question: For estimating purposes, what are the period of performances for Scenario 1 and

Scenario 2?

FEMA RESPONSE: See page one (1) of the Scenarios.

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Questions and Answers

49. Attachment 4, Scenario 1

a. Comment: Scenario does not indicate if GIS or map-related materials will be provided.

b. Question: Will the government provide GIS and other map-related materials for the project?

FEMA RESPONSE: The scenarios have identified all the data/resources the government would provide.

c. Comment: Scenario does not indicate any requirements for ODCs and travel.

FEMA RESPONSE: The identification and recommendation of ODC’s is part of the approach identified by the contractor.

d. Question: Would the Government consider providing a "plug number" for ODC’s and travel expensed at cost in accordance with the FAR related to travel expenses?

FEMA RESPONSE: No

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Questions and Answers

50. Section: Scenario 1 – Heading/paragraph: Page length table – Page: 2 of 5

a. Comment: Clarify need for staff resumes in Scenario 1.

FEMA RESPONSE: No response

b. Question: Table indicates that Individual Staff Qualifications are not needed; however, an asterisk under the table states “A Resume will be submitted for all key personnel”. Can the government clarify if resumes are required, and if so, please confirm they are not part of the 10 page count?

FEMA RESPONSE: See question 9

51. Section: Scenario 1 – Heading/paragraph: Objective 2 – Page: 2 of 5

a. Comment: Scenario identifies that one or more public meetings may be needed; specific details are needed to assist with pricing and tech approach development.

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b. Question: Under Objective 2, the government states “Due to public controversy, outreach strategies may include, but is not limited to, one or more public meetings.” Can the government clarify if the technical approach and pricing should include specifics for at least one public meeting?

FEMA RESPONSE: For Objective 2, Scenario 1 at least one public meeting is anticipated.

52. Section: Scenario 2 – Heading/paragraph: Page: 1 of 5

a. Question: Please confirm that the region requesting the work is Region VI, not Region IV.

53. Section L Business (Factor 5: Price), Sections 1.0 through 2.8

a. For the purpose of delivering a complete pricing estimate, is the government assuming government site or contractor site rates? If government site, which category of location should be used (Ex. FEMA Regional office, Joint Field Office, other?)

FEMA RESPONSE: This is a national contract, therefore work can be done at FEMA Regional

Office, Joint Field Office, or other locations. The locations will vary and will be identified on each individual task order.

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54. Section L-9, Business (Factor 5: Price), sec 1.5

a. Section specifies that cost or pricing information should be separated by objective and that cost/pricing information be submitted by objective and by CLIN. By objective, does the government mean the Statement of Objectives in Factor 1?

FEMA RESPONSE: See question 4.

55. On page G-9, Section G.10 SMALL BUSINESS AND SMALL DISADVANTAGED BUSINESS

PROGRAM, item (c) it states, “The contract expected to result from this solicitation contains the FAR

Clause 52.219-9, ‘Small Business and Small Disadvantaged Business Subcontracting Plan’. The

Offeror must submit a complete plan with their proposal and submit updates for review as necessary.”

Should the Small Business and Small Disadvantages Business Subcontracting Plan be submitted with the Technical Proposal? If so, in which factor should it go and does it count toward the 30 page limit?

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Questions and Answers

56. There is a discrepancy with the Small Business Contracting goals throughout the solicitation.

a. On page G-9, Section G.10 SMALL BUSINESS AND SMALL DISADVANTAGED BUSINESS

PROGRAM, item (c) it states the small business subcontracting goals for this solicitation are:

FEMA RESPONSE: See question 2.

b. On page L-5, Section L.7 SMALL BUSINESS AND SMALL DISADVANTAGED BUSINESS

PROGRAM, it states small business subcontracting goals for this solicitation are:

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c. On page 1, of ATTACHMENT 3, SUBCONTRACTING INFORMATION, it states, “The subcontracting plan shall include the goals set forth below for small businesses and each socio-economic grouping. The goals will be applied to the total value of the contract, including options years, if applicable.”

The subcontracting goals for this contract are as follows.

FEMA RESPONSE: See question 15

d. Can you please clarify what will be the actual small business small contracting goals?

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57. On page I-12, Section I.9 52.219-28 POST-AWARD SMALL BUSINESS PROGRAM

PREPRESENTATION (JUL 2013), Section G, it states, “The Contractor represents that it [ ] is, [ ] is not a small business concern under NAICS Code 541690 assigned to contract number. [Contractor to sign and date and insert authorized signer's name and title].”

a. What section should be returned (e.g., page I-12, all of Section I, the whole solicitation) signed and dated with the proposal? Where should it be included in the Proposal?

FEMA RESPONSE: The Contractor can return whatever portion of the solicitation it believes necessary; however all blanks should be answered per the solicitation and returned.

58. On page K-3, Section K.4 52.204-3 TAX PAYER IDENTIFICATION (OCT1998), (d), it appears there are a number of texts field to be filled out and returned.

a. What section should be returned (e.g., page K-3 to K-4, all of Section K, the whole solicitation) with the proposal? Where should it be included in the Proposal?

FEMA RESPONSE: See question 57.

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59. On page L-1, Section L.3 52.216-1 TYPE OF CONTRACT (APR 1984), it states, “The

Government contemplates award of an Indefinite Delivery Indefinite Quantity (IDIQ) with Fixed Price

(FP) and Cost-Plus-Fixed-Fee (CPAF) features contract resulting from this solicitation.”

a. Can you please clarify whether Cost-Plus-Fixed-Fee (CPFF) or Cost-Plus-Award- Fee (CPAF) features contract will result from this solicitation?

60. On page L-7, Section L.8 INSTRUCTION TO OFFERORS, TECHNICAL, Factors, it states, “The proposal shall address each evaluation factor listed below and in Section M.

“Offerors shall provide an overview of their Quality Assurance (QA) Plan which will address how the contractor will provide a quality service and meet the requirements in the Quality Assurance

Surveillance Plan (QASP) – HMTAP, Attachment 1. After award, the awardee will provide a complete QA Plan. This overview will be evaluated as appropriate against the technical factors.”

a. In which factor should the referenced QA Plan overview be included in the proposal?

FEMA RESPONSE: The QA plan impacts the whole requirement and can impact all areas.

Contactor's responses should address the QA Plan appropriately.

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b. Is it included in the 30 page limit?

FEMA RESPONSE: The QA plan is separate and does not count as part of the 30 page limit.

61. On page L-8, Section L.8 INSTRUCTION TO OFFERORS, TECHNICAL, FACTOR 3:

SCENARIO EVALUATION, it states, “Offerors should submit a complete proposal that addresses the scenarios in attachment 5 as if it were a task order request for proposal. Responses to the scenarios shall be clearly marked with the offeror’s proposal and separated from the other factors/sections. Responses should take the scenarios from submission of a proposal through submission of the final invoice. Up to ten (10) pages (each side counts as one page) of sample forms may be submitted above the thirty (30) page limitation above. These sample forms should be clearly marked as such in addition to making this section of the offer. Failure to clearly label this section or fully address the scenarios may adversely impact an offeror’s rating.”

a. Is the “Up to ten (10) pages” referring to a total of 10 pages for both scenarios or ten (10) pages for each scenario (as stated in the scenarios, Attachment 5) – totaling 20 pages?

FEMA RESPONSE: See question 9, See Amendment

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b. Please clarify what “sample forms” refer to.

FEMA RESPONSE: See question 8.

c. Scenario 2’s Statement of Objectives requires Individual Staff Qualifications (marked Yes). Do the individual staff qualifications (i.e., resumes) count toward the ten (10) pages for the specific scenario?

FEMA RESPONSE: See question 12, See Amendment

d. Please clarify whether the response to the scenarios should be structured as a proposal in response to the SOO with a technical approach and staffing (as it would be for a typical Task Order) or whether it should be a narrative as if the project was awarded to describe implementation of a technical approach and staffing plan (i.e. through submission of final invoice).

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62. On page L-6, Section L.8 INSTRUCTION TO OFFERORS, third paragraph, it states, “The technical proposal must not discuss or allude to cost or price, although information that could affect cost or price, such as labor hours, labor categories, labor mix, or materials, must be discussed in sufficient detail in the technical proposal to allow FEMA to evaluate the contractor's understanding of the work. The business proposal must not include technical information. The reason for these restrictions is to ensure that both the Technical Evaluation Panel and the Business Evaluation

Committee receive all the information they need.”

On page M-2, Section M.2 EVALUATION AND AWARD, Technical Factors, FACTOR 3:

SCENARIO EVALUATION, it states the following:

• Responses to the scenarios in attachment 5 will be evaluated based on the following:

• the firm’s specialized experience and technical competence in the type of work required.

• the firm’s capacity to accomplish the work in the requested time.

• the firm’s past performance in terms of cost control quality of work and compliance with performance schedule.

• the firm’s location in the general geographic area of the project and experience in the location of the proposed work.

• the firm’s business proposal for its fitness to the respective scenario.

(CONTINUED ON NEXT PAGE)

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a. If the proposer, “must not discuss or allude to cost or price” in the Technical volume but yet will be evaluated on “the firm’s business proposal for its fitness to the respective scenario”, can you please clarify in which volume (Technical or Business) the business proposal for the scenario should be included?

FEMA RESPONSE: See question 47 (b)

63. On page L-6, Section L.8 INSTRUCTION TO OFFERORS, SUBMISSION REQUIREMENTS, second paragraph, it states, “The Technical Proposal (volume 1) and Business Proposal (volume II) must be in separate three-ring binders, clearly labeled with the solicitation number, Offeror’s name, and volume number and name of volume (technical or business). For the electronic copies, both volumes must be included on the same disk or thumb drive.”

On page L-6, Section L.8 INSTRUCTION TO OFFERORS, SUBMISSION REQUIREMENTS, third bullet of last paragraph states, “Nine electronic copies of the technical proposal and three electronic copies of the business proposal.”

On page L-6, Section L.8 INSTRUCTION TO OFFERORS, SUBMISSION REQUIREMENTS, fifth bullet of last paragraph states, “Submit electronic copies on a CD, DVD, or thumb drive. In addition to the Word and Excel documents, include a PDF version of the entire proposal in the electronic submission.”

(CONTINUED ON NEXT PAGE)

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a. Please clarify whether business proposal should be included on 3 thumb drives or on all 9 thumb drives.

64. On page M-2, M.2 EVALUATION AND AWARD, Technical Factors, FACTOR 1:

PROFESSIONAL QUALIFICATIONS AND CAPABILITIES, it state the following:

“The Government will evaluate the demonstrated capability of the firm and key personnel in the firm’s ability to provide, prepare, or conduct, including but not limited to, the following:

• technical assistance related to Hazard Mitigation Grant Programs.”

a. Should the first bullet of Factor 1 state Hazard Mitigation Assistance (HMA) grant programs or

Hazard Mitigation Grant Programs?

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65. On page L-9 and L-10, M.2 EVALUATION AND AWARD, BUSINESS (FACTOR 5: PRICE), Section 2.1 CONTRACT PROPOSAL COVER SHEET, it states the following:

“The Prime contractor shall submit a Contract Proposal Cover Sheet supporting cost or pricing data per FAR 15.403 that is factual and verifiable (as defined by FAR 2.101). At a minimum, the following information should be included:

• Part A: Overview o Name of Offeror o Address of Offeror o Offeror’s telephone and e-mail o Offeror’s Point of Contact and Title

• Part B:

o Contract Information o Type of Contract Action o Type of Contract Vehicle o Proposed Cost

*Cost, Profit/Fee, Total o Proposed Performance Period o CLIN Summary (for each CLIN)

*CLIN and CLIN Description

*Quantity

*Total Price

*Proposal Reverence Page

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a. Can you please confirm the intent of the “Type of Contract Action” requirement listed? What information should be included here by the proposer?

FEMA RESPONSE: “Type of Contract Action”: IDIQ with (CPFF or FFP task order)

b. Both “Proposed Cost” and “Contract Line Item Number (CLIN) Summary” pertain to a listing of

CLINS and CLIN descriptions with associated prices. The CLINS defined in on pages B-1 and B-2, Section B.2 TOTAL ESTIMATED COST/PRICES define 5 CLINS relating to the base ordering period and 4 option years. Please confirm the assumptions that should be used to estimate total prices for each CLIN to allow FEMA to fairly evaluate cost across proposals. Does FEMA have a list of assumed task order types and locations that the contractors should use to respond to the solicitation requirement In Section L 2.1 Part B – Contract Line Item Number Summary?

FEMA RESPONSE: There is no list of assumptions. All available information as appropriate is in the solicitation or will be in any task order request.

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66. On page L-10 and L-11, M.2 EVALUATION AND AWARD, BUSINESS (FACTOR 5: PRICE), Section 2.3 COST SUMMARY:, it states the following:

Separate cost summaries are to be provided for each CLIN. Each cost summary section consists of the following:

Cost by WBS

(1) Cost Data Summary: The Offeror and each subcontractor with a value expected in excess of one million dollars shall provide a Cost Data Summary using the WBS. Subtotals shall be provided at each higher level of the WBS. This report should include the following information:

Contract Number, Point of Contact (POC), Period of Performance, and Program and

Phase

a. “Cost Data Summary” requires a listing of CLINS and CLIN descriptions with associate prices. The

CLINS defined on page B-1 and B-2, Section B.2 TOTAL ESTIMATED COST/PRICES define 5 CLINS relating to the base ordering period and 4 option years. Please provide the assumptions that should be used to estimate total prices for each CLIN. Does FEMA have a list of assumed task order types and locations that the contractors should use to respond to the solicitation requirement in Section L 2.3 –

Cost Summary?

FEMA RESPONSE: See question 65 (b)

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67. On page L-11, M.2 EVALUATION AND AWARD, BUSINESS (FACTOR 5: PRICE), Section 2.4

DETAILED SUBSTANTIATION (LABOR HOURS):, it states that, “The proposal should include a list with position descriptions including minimum skill and educational standards of proposed labor categories and their associated rates. Labor rates should not be loaded. The rates listed will be incorporated into any resulting award and used as basis for task order pricing. Actual labor rates will be capped at a rate of plus 5% for settlement of cost proposals.”

a. Please clarify the intent of this statement. Is the meaning of it that actual bill rates on CPFF task orders will not be allowed to exceed 5% of the bid rates defined in this business proposal?

FEMA RESPONSE: Please clarify

b. What is the basis of the 5% cap?

FEMA RESPONSE: Please clarify

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68. Page M-3, FACTOR 4: PAST PERFORMANCE, states “In the case of a firm without a record of relevant past performance or for whom information on past performance is not available, the firm will not be evaluated favorably or unfavorably on past performance. The Government reserves the right to use information outside of the response in evaluating past performance.”

a. How will firms without a record of relevant past performance be evaluated?

FEMA RESPONSE: The firm will not be evaluated favorably or unfavorably.

69. Regarding Attachment 1, Quality Assurance Surveillance Plan:

a. Can you please clarify how the government will translate the Evaluation Criteria in Appendix B and Appendix C to fairly evaluate a contractor as it pertains to the Performance Standard and

Acceptance Level in the table in Appendix A?

FEMA RESPONSE: See question 60 (a)

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b. Would the government be open to alternative performance measures suggested by the contractor?

FEMA RESPONSE: No

70. Ref. Section B: Please describe how to complete the pricing requirements in Section B. To ensure uniformity across offerors, will the Government provide, for example, the estimated hours/level of effort (LOE) by objective and/or by labor category?

FEMA RESPONSE: Estimated labor hours are identified under the base and each of the option periods on Section B-1.

71. Ref. Section B: Will the program ceiling be allocated equally amongst all awardees?

FEMA RESPONSE: Total Estimated Amount – Program Ceiling for all 5 years in total is

$150,000,000.

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72. Ref. Section B and Section M: Please clarify how many awardees FEMA is anticipating for this procurement?

FEMA RESPONSE: Refer to question 1.

73. Ref. Sections G.10, L.7 and Attachment 3: Please clarify the subcontracting goals between these two references. Additionally, please confirm that the subcontracting goal is based on subcontracted dollars as opposed to total contract ceiling?

FEMA RESPONSE: See attachment 3 of the solicitation and question 2.

74. Ref. Section L.8, 2.3 (1): Given that the contract ceiling is set at the time of award and that actual contract value is determined through task order competition, how should the bidder determine if a subcontractor will have “a value expected in excess of one million dollars”? Is the determination made by contract period or over the life of the contract?

FEMA RESPONSE: It is done at time of award.

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75. Ref. Section G.4: Do subcontractors need to be approved at the IDIQ or Task Order level? Is it permissible to propose subcontractors during the Task Order submission process, based on specific required expertise, who are not pre-approved at the IDIQ level?

FEMA RESPONSE: No. Subcontractors must be pre-approved for each task order unless otherwise instructed in the task order proposal instructions.

76. Ref. Section G.4: Does this clause only refer to subcontracted corporate entities, and thus not apply to 1099 independent consultants?

FEMA RESPONSE: It applies to all subcontractors.

77. Ref. Section G.4: Do we have to submit the information in FAR 52.244-2 for each subcontractor in our proposal?

FEMA RESPONSE: Yes

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78. Ref Section K: Do we have to fill them out, again, or can we simply reference our electronic

Representation and Certification in SAM?

FEMA RESPONSE: Reps and Certs. In SAM can be references, as long as they are current and include all the provisions with the solicitations section K.

79. Ref. Section L.8, (page L-8, Factor 3: Scenario Evaluation): The RFP states, “Responses to the scenarios shall be clearly marked with the Offeror’s proposal and separated from the other factors/sections.” Is including the responses to the scenarios within the Technical volume, marking them appropriately, and using a tab to separate them from the rest of the technical volume sufficient, or does the Government want the 10 page response in a separate binder?

FEMA RESPONSE: See question 31

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80. Ref. Section L.8, (page L-6): The RFP states, “Scenarios, factor 3, may be up to ten (10) pages

… of sample forms may be submitted above the thirty (30) page limitation above.” Page L-8 contains a similar instruction, “Up to ten (10) pages (each side counts as one page) of sample forms may be submitted above the thirty (30) page limitation above.” To what is the Government referring when it refers to “sample forms”? Is it correct to assume that offerors may use the 10 pages to respond to the two sample scenarios as instructed in Attachment 4?

FEMA RESPONSE: See question 8

81. Ref. Section L.3: The RFP includes the following: “The Government contemplates award of an

Indefinite Delivery Indefinite Quantity (IDIQ) with Fixed Price (FP) and Cost-Plus-Fixed-Fee (CPAF) features….” Please confirm that the reference to “CPAF” is in err and that there will be no CPAF features in this IDIQ.

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82. Ref. Section L.8 (page L-6): Near the top of the page the RFP reads, “For the electronic copies, both volumes must be included on the same disk or thumb drive.” Later on the page, the RFP requires Offerors to submit “nine electronic copies of the technical proposal and three electronic copies of the business proposal”. Does the Government want 3 disks with both volumes, and then 9 additional disks with the technical volume and 3 additional disks with the business volume? Or is it something else? Please clarify.

83. Ref. Section L.8 (page L-6): Near the bottom of the page, the RFP states, “In addition to the

Word and Excel documents, include a PDF of the entire proposal in the electronic submission.”

Does the Government want separate PDF files for each volume? If the Government wants a single

PDF of the entire proposal, how do we reconcile that with the above instructions for the 9 technical and 3 business disks?

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84. Ref. Section L.8 and M.2 - Factor 3, Scenario Evaluation: In response to Factor 3, should offerors submit a technical as well as business proposal for each scenario? If so, does the scenario business proposal count against the page limit? Should this business volume be incorporated into the scenario solution or as a separate business volume, since no pricing information is to be included in the technical proposal?

85. Ref. Section L.8, Business (Factor 5: Price), Section 2.4, paragraph B (Page L-11): Please explain the sentence “Actual labor rates will be capped at a rate of plus 5% for settlement of cost proposals.”

FEMA RESPONSE: See question 27

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30 Minute

Break

Technical Assistance

Program

TARC

Technical Assistance and Research Contracts

OEHP

Office of Environmental

Planning & Historic

Preservation

Closing Remarks

Thank you for your participation!

Technical Assistance

Program

TARC

Technical Assistance and Research Contracts

OEHP

Office of Environmental

Planning & Historic