IASC_RFP_Questions_From_Contractor_Consolidated_Answers_5.26.2015.pdf

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Question # Page Section

Subsection or Paragraph Contractor Question/Comment

Government Response

1 4 Task & Deliverables Section

Introduction, 2nd paragraph

Requiring contractors to be prepared to meet all federal, state, territorial, tribal and locals laws regardless of type, size or location of event will hamper the teams ability to respond;

increase costs to government and to contractors and may limit potential bidders; because it requires maintaining numerous professional licensures in multiple states that may never be required or used. Instead, will the government consider deleting this overall requirement, and instead require contractors to address how they will address this in their responses to the scenarios. Once a firm is selected, this requirement should be part of their playbook developed during the preparedness phase and subject to contract negotiations.

The requirement to be prepared does not mean that FEMA expects the offeror to maintain all necessary professional licensures in multiple States. As stated in the question, we do expect the offeror to adress their approach to being prepared to meet the appicable laws and licensing requirements necesary to respond to mission requirements in their technical approach.

2 7 Task & Deliverables Operations

Phase, Objective 3, a.e.1

The item referring to a survivor tracker has a footnote reference at the end of the sentence. What does the footnote reference refer to?

The footnote is in reference to the comment at the bottom of page (7) of the Statement of Objectives. “The contractor will be responsible for adhering to all aspects of the Privacy Act.”

Attachement IASC RFP Questionnaire

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# Page Section

Subsection or Paragraph Contractor Question/Comment

Government Response

Attachement IASC RFP Questionnaire

3 8 Task & Deliverables Operations

Phase, Objective 3, a.e.14

This item refers to a standard reporting system or tool. Will FEMA provide the tool or will the Contractor have to develop or provide one?

FEMA has a standard reporting system used for tracking daily shelter populations. This system is managed, owned and hosted by FEMA, and requires the user to have FEMA logical system access. This system may be made available for use by the contractors as needed. However, alternative methods for tracking and reporting on shelter populations may be considered. FEMA is looking for responses from offerors that describe their capability (to include alternative methods), to track survivors and produce daily reports. This may include a description of an offerors capability to develop and manage their own tracking system, which will not require logical access.

4 pp. 14-16 Appendix B - Security

Background Investigations

Please provide the security risk designations that preparedness phase staff and operations phase staff by objective must comply with.

Background investigations are determined based on the type of work being performed. For this contract, the designation will be moderate (T2) or high risk (T4).

There is no difference in the requirement for the applicant/contractor, only how the agency codes the case when transmitting to OPM.

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# Page Section

Subsection or Paragraph Contractor Question/Comment

Government Response

Attachement IASC RFP Questionnaire

5 pp.16-17 Appendix B - Security

Facility Access

Please identify which preparedness and operations objectives will require that Contractor staff have FEMA Facility Access

Prepardness activities can include visits to FEMA HQ, FEMA Regional facilites, and State/Local government facilites. Therefore, key contractor program management and planning personel who would be engaged in these visits should apply for a FAC. Anyone who requires limited time, unescorted access may be eligible for a FAC. However all contractors who will come and go in FEMA Facilities will potentially be required to submit to a background investigation regardless of network access requirements.

6 N/A Section F -

Deliveries or Performance

F.7, 52.211.10 - Commencement, Prosecution and Completion of

Work

This clause appears be incomplete and may not be relevant to several objectives. It is missing the number of "immediate calendar days" in item (a) and states that the contractor must complete entire work ready for use in 7 days after receipt of award in item (c). Please review and confirm if this section is complete and correct.

F.7 52.211-10 COMMENCEMENT, PROSECUTION,

AND COMPLETION OF WORK (APR 1984)

ALTERNATE I (APR 1984)

The Contractor shall be required to (a) commence work under this contract within 2 calendar days after the date the Contractor receives the notice to proceed, (b) prosecute the work diligently, and (c) complete the entire work ready for use in accordance with the period of performance of the task order after receipt of award. The time stated for completion shall include final cleanup of the premises.

7 G-1 Section G - Contract Administration Data

G.2 Contracting Officer

Amounts of contracting officers' warrants are missing. Please provide.

Contracting Officer Lashawn Smith, Warrant $Unlimited and Contracting Officer Isaac L. Chapple Warrant $25,000,000.00

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# Page Section

Subsection or Paragraph Contractor Question/Comment

Government Response

Attachement IASC RFP Questionnaire

8 G-2 Section G - Contract Administration Data

G.5 Task Order and G.7 Task

Order Issuance

There appears to be a conflict between these two clauses. G.5 states that a "Contractor shall not initiate any performance efforts until a written task order has been signed and issued by the Contracting Officer." G.7 states that orders may be issued orally. Please clarify.

G.5 is the normal procedures of issuing a task order. In certain circumstances the Contracting Officer will provide the contractor a NTP orally and following it up with an email.

9 N/A Section H - Special

Contract Requirements

H.5 Subcontracting

Plan

Similar FEMA contracts measure small business subcontracting performance as a percentage of total subcontracted dollars -not percentage of total value of each year of performance.

Please consider changing this requirement to reflect previous and current FEMA practice on similar contracts such as PATAC IV which is currently being procured.

This is based on DHS and DHS guidance. FEMA expect the contractor to do their Due dilligence to meet the goals.

10 N/A Section I - Contract Clauses

Section I, 52.216- 7 Allowable Cost and Payment (June 2013)

Given the potentially urgent nature of this work, if activated some suppliers may require advance payment prior to shipping supplies and materials. Will FEMA consider more frequent payments to suppliers under a DPAS rating?

FEMA will gurantee payment if DPAS rating is used.

Funding will be ready available once a Presidental Decalration is declared.

11 N/A Section I - Contract Clauses

Section I, 52.222- 42 Statement of Equivalent Rates for Federal Hires

(May 2014)

This section is not complete. Please provide the missing information.

The clause is complete.

12 N/A Section I - Contract Clauses

Section I.18 Key Personnel

This section is not complete. Key Personnel positions are not identified. Please provide.

Key Personnel will be provided by the contractor. We are asking the contractor to identify the Key Personnel.

13 N/A Section I - Contract Clauses

Section I.18 Key Personnel

Key personnel are not defined; TBD is still listed. Identify Key Personnel

Key Personnel will be provided by the contractor. We are asking the contractor to identify the Key Personnel.

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# Page Section

Subsection or Paragraph Contractor Question/Comment

Government Response

Attachement IASC RFP Questionnaire

14 N/A

Section L - Instructions, Conditions and Notices to Offerors

Section L.8, A.

Proposal Volume

Requirements

Please exclude all Section I, K and L Disclosures, Acknowledgements, Representations and Certifications from the countable pages in Volume 1.

Volume I will exclude from Page count SF33,Acknowledgements of Amendments and Modifications, Disclosures, and Representations and Certifications.

15 N/A

Section L - Instructions, Conditions and Notices to Offerors

Section L.8, A.

Proposal Volume

Requirements

In which Volume should Offerors include Standard Form 33 and Acknowledgements of Amendments and Modifications? If Volume I, please exclude from countable page total.

Volume I

16 N/A

Section L - Instructions, Conditions and Notices to Offerors

Section L.8, A.

Proposal Volume

Requirements

Indicates that Volume I is to be no more than 120 countable pages, but under FORMAT, it indicates no more than 70 single spaced pages. Please reconcile the countable number of pages for Volume I

Total countable pages is 120.

17 N/A

Section L - Instructions, Conditions and Notices to Offerors

Section L.8, B.

Volume

Descriptions, Volume I

The Volume 1 organization includes Factor 5 - Subcontracting Plan. Shouldn't this be in Volume II?

Factor 5 should be included in Volume II

18 N/A

Section L - Instructions, Conditions and Notices to Offerors

Section L.8, B.

Volume

Descriptions, Volume I

The Volume 1 organization includes Factor 6 - Price /Cost Proposal. Shouldn't this be in Volume III?

Factor 6 should be included in Volume III

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# Page Section

Subsection or Paragraph Contractor Question/Comment

Government Response

Attachement IASC RFP Questionnaire

19 N/A

Section L - Instructions, Conditions and Notices to Offerors

Section L.8, B.

Volume

Descriptions, Volume I

There is a submission address listed, and number of printed/original copies of each volume listed, however under PROPOSALS DUE, only email addresses are listed. Reconcile: is this a printed-only submission, electronic-only submission, or submit printed AND electronic copies?

Proposal should be submitted electronically and 10 printed copies should be submitted.

20 N/A General N/A

Please clarify how the answers to questions from the Draft RFP either apply or have been incorporated into the Final RFP. Also, please advise of any exceptions or deletions that are no longer pertinent to the solicitation.

The final solicitation and responses to the industry concerns takes precedence over the draft and previous Q&A's. There were minor adjustment to the final solicitation

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# Page Section

Subsection or Paragraph Contractor Question/Comment

Government Response

Attachement IASC RFP Questionnaire

L.8 Volume III, Factor 6 -

Cost/Price, page

The RFP states that "Offerors must provide in its proposal, the fixed rates and extended prices for the base period and each option period, and the grand total amount for the base and all option periods should be inclusive in Attachment A- Price Schedule." In Attachment A, the Tab labelled "Steady State Labor" includes hours for each year listed in the first 4 blank labor categories positions; 1040, 2080, 2080, 1000 for a total of 6200 hours. It is our understanding that Offerors are required to include their own labor categories on the pricing template.

Questions:

A. When adding labor categories, can Offerors reassign the hours shown to various positions as long as they don't exceed the total hours of 6200; or are the hours provide for example purposes only and the Offeror should provide their own estimate of hours required?

B. Are the hours quantified in Attachment A Price Schedule for Steady State used by the Government for evaluation purposes only?

C. If the answer to B is no, are offeror's authorized to add hours as well to meet the PWS performance requirements for a 24 to 72 hour response?

A. Yes, as long as the total amount of hours does not exceed 6200 total hours. B.

The hours stated in the Steady State are the hours the government expect to be used throughout the life of the contract. C.

Offeror are only to propose new hours for disaster purposes only.

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# Page Section

Subsection or Paragraph Contractor Question/Comment

Government Response

Attachement IASC RFP Questionnaire

22 2. a) Response to Question 35

We understand that the RFP takes precedence over the responses in the Q&A. However, we request clarification regarding the requirements for meeting timeframe objectives. In response to question 35, FEMA expects the contractor to "…inform the government...the timeframe required to complete the task." However, Objective 2, a) states the contractor will "...assemble and deploy all resources...within 24-72 hours," which is contrary to the response to the answer to Question 35.

Questions:

A. Please clarify if complete the task should be based on existing conditions, and proposed plan in response to a task order and not directed to 24-72 hours.

B. Can the Government revise Objective 2.a) per the response to Questions 35?

Completion of all objectives and tasks will be based on the existing conditions that apply to each individual disaster. The offeror is expected to provide their estimated completion timeframes in their responses to the scenario and the SOO. To clarify the language in the objective and in the previous response, in an operational situation, it is expected that the contractor will assemble and deploy resources within 24-72 hours. The contractor will be expected to advise the Contracting Officer and the COR of any conditions that may arise which could delay the process of assembling and deploying resources.

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Government Response

Attachement IASC RFP Questionnaire

23 H.5

In response to question 84, FEMA stated the subcontracting goals will be applied to the total value of each year of performance.

We interpret this to mean that if the prime contractor is awarded a $10M Task Order, the prime contractor must award 39% (Clause H.5) or $3.9M to a small business.

Questions:

A. Is our interpretation correct?

B. Or is this goal 39% of subcontracted dollars?

C. If the answer to Question A is yes, what will happen in years with no task orders awarded and only Steady State is performed by the prime's internal resources, and not subcontractors?

In accordance with FAR 52.219-9, the goals will be applied to the total value of the contract.

SOO Appendix C - Glossary, Debarkation Site, page 21

Expected support at the debarkation sites include "Transportation services". We could not find any clarification of what sort of transportation services are expected at the debarkation sites.

Question: Can the Government please clarify anticipated vehicles and trips expected?

If transportation is required under a specific task order, the services requested would be defined at the time of the disaster. These may include providing vehicles and/or drivers to transport individuals, and/or items including, survivors and/or personnel, household pets, direct distribution items, and third-party operations support items.

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Government Response

Attachement IASC RFP Questionnaire

25 Scenario (1)

Responses to Questions;

Attachment B, Scenarios;

Section M, page 104; Scenario

(1)

We understand that the RFP takes precedence over the responses in the Q&A, however, we request clarification regarding the requirements for meeting quantity objectives.

In the Preface to the Q&A responses, FEMA states "This is an opportunity for the offeror to propose services within its performance capability which shall be described in its proposed PWS." This might be interpreted to mean that if an Offeror cannot meet for instance, the requirement for sheltering 50,000 to 200,000 people, but could shelter 20,000 FEMA would still consider such a proposal. This interpretation seems to be reinforced by the answer to Question # 15.

However, this interpretation is countered by the response to Question 42, which states “In the scenario, the offeror is required to recommend an approach within their performance capacity to meet the need based on its proposed PWS. 50,000 is the minimum.”

In the RFP Attachment B, Scenarios, Scenario B lists several Objectives, amongst them being sheltering with a stated minimum of 50,000 and a maximum of 200,000+.

Section M of the RFP states how the Offeror will be evaluated in Factor 2: Scenarios, Sub-factor 2A – Mass Care Scenario "Offerors will be evaluated on the relevance of their response to the requirement outlined in the scenario ... Evaluations will also include the offerors approach with identifying the mechanisms processes and

Offerors are expected to propose based on their capacity and ability to develop solutions to house a minimum of 50,000 disaster survivors.

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Attachement IASC RFP Questionnaire

26 Scenario (1) (Continuation)

Responses to Questions;

Attachment B, Scenarios;

Section M, page 104; Scenario

(1) (Continuation)

Questions:

A. Please clarify if (1) the Offeror must demonstrate that it can meet at least the minimum quantities and time frames listed in the Scenario Objectives.

B. Please clarify if an offeror would be responsive to the RFP if the offeror cannot show capacity to meet the minimum requirements in Scenario (1) (e.g. Objective 1, page 3 of Scenario (1) 50,000 minimum displaced survivors; Objective 3, page 3 of Scenario (1) 235,000 minimum prepared meals)?

C. If the answer to B is yes the offeror is responsive, how will FEMA evaluate offerors?

D. Would offerors that show the largest capacity have an award advantage over other offerors?

Offerors are expected to propose based on their capacity and ability to develop solutions to house a minimum of 50,000 disaster survivors.

Section L.8A., Page 93; Section

M.5, Factor 6, pages 104 &

Page 93 states that “The total evaluated price of the contract is determined by the Offerors response to Steady State ONLY”. Steady State is Scenario (2). However, in Section M.5, Factor 6- Cost/Price, Sub-Factor 6B – Disaster Scenario Cost Proposal is listed as part of the Factor 6 cost evaluation (pp. 104 & 108).

Questions. Please clarify whether any pricing for Scenarios

(1) and (3) will be considered in evaluating the price of the contract proposed by the Offeror or whether it will be solely based on Scenario (2), Steady State.

Pricing will be evaluated on the Steady State Only. Prices for Scenarios 1&3 will be evaluated for Cost Reaslism.

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Attachement IASC RFP Questionnaire

Section L.8A., page 92; Section E.3, page 26

The RFP states "Volume I shall include Technical Approach, Past Performance and Quality Control Plan."

Section E.3 also refers to a Quality Assurance Surveillance Plan (QASP) and Quality Control Plan.

Questions:

A. Should offerors submit a Quality Control Plan with the proposal?

B. If so, in which volume should the Quality Control Plan be placed, and is it excluded from the page count?

A.Yes B. Volume I; the QCP will be excluded from the page limitation.

29 Section L.8A., Resumes and Past Performance Information Sheets are included in the list of sections excluded from Countable Pages. We did not find any further references to Resumes and Past Performance Information Sheets in Sections L or M.

Questions:

A. Do "Resumes" refer to the required "abstract of key personnel, years of experience and education" under Factor 4 - Company Experience (Section C) on page 97?

B. Do "Past Performance Information Sheets" refer to bullets a) through e) on pages 96-97 under Factor 3 - Past Performance (Section B)?

A.Yes B. Yes

30 Section L.8A., The RFP states "The content of the Technical Proposal shall not exceed 70 single spaced pages."

Questions: Does "Technical Proposal" refer only to

Total countable pages is 120.

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Section I.10 52.228-7, Insurance - Liability to

Third Persons (March 1996)

Section I.10 of the Solicitation contains FAR 52.228-7 (Insurance – Liability to Third Persons) which applies to cost reimbursable contracts/task orders. However, in Section B.5 (Contract Type) of the Solicitation, it is stated that FEMA intends to award IDIQ contracts with FFP and T&M CLINs. As such, it appears that FAR 52.228-7 will not apply to the FFP/T&M task orders issued under the IDIQ contracts.

Questions:

A. In order to alleviate the contractor’s risk and liability related to such task orders, and reduce insurance costs to FEMA, would FEMA be amenable to extending the application of FAR 52.228-7 to FFP/T&M task orders?

B. If so, would FEMA provide assurance that funds are or will be available for reimbursement under FAR 52.228-7?

C. Also, would FEMA approve flowdown of FAR 52.228- 7 by IDIQ prime contractors to their subcontractors?

FAR Clause 52.228-7 will be removed.

A. The government intends to reimburse, in accordance with applicable Federal law and regulation, the contractor’s cost of third-party liability insurance for disaster task orders only. It is the government’s assumption that contractors can expeditiously purchase third-party liability insurance after receiving but before performing on a disaster task order. Such insurance would be based on the requirements of the task order. If industry believes that the Government’s assumption is incorrect, please provide additional information as to why the Government should consider reimbursing third-party liability insurance during steady-state.

B. FEMA cannot provide assurance that funds will be available in advance of incurring any obligation. For context, disaster task orders will be funded out of the Disaster Relief Fund, which, historically, has never been depleted of funds.

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Attachement IASC RFP Questionnaire

RFP, Section L.8.B, Volume

III, Factor 6 Cost/Price, "NOTE: With the exception of the steady state price proposal, because of many unknowns that are associated with disasters and catastrophic events, it is impossible to estimate with the actual scope and quantities of any of the tasks and services for this requirement, therefore the quantities that are provided are for assisting the Government in evaluating the cost proposals does not reflect the Government’s actual need. However, loaded labor rates for the Disaster Scenario Cost Proposal will become a permanent part of any awarded contract and subsequent task order."

Question. Regarding the statement in the above paragraph: "...therefore the quantities that are provided are for assisting the Government in evaluating the cost proposals..." The Attachment A Price Schedule only shows labor hours for the Steady State (Firm Fixed Price). What other quantities is the referenced statement referring to?

The referenced statement is referring to the quantities described in the scenarios.

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Attachement IASC RFP Questionnaire

RFP, Section M.5 Factor 6-

Cost Price, page

Excerpt from RFP: "Price Proposals must be structured to correlate with Section B.1 of the RFP, identifying proposed labor categories, commodities, etc. Offerors shall submit the total breakdown for each proposed CLIN."

Questions:

A. Where are the CLINs defined?

B. Section B.1 only states: "B.1 ITEMS TO BE ACQUIRED. The Contractor shall furnish all personnel, facilities, equipment, material, supplies, and services (except as may be expressly set forth in this contract as furnished by the Government) and otherwise do all things necessary to, or incident to, performing and providing the following items of work: See Section C.1, Statement of Objectives."

Is this the correct referenced paragraph in Section B?

A. FEMA is requesting for the offeror to defined CLINS.

Steady State CLIN hours should not exceeding 6200 hours. B.

Yes, this is correct.

Section M.5

Factor 6-Cost Price, page 108

Excerpt from the RFP: "Time & Materials CLINs"

Question: Where are these CLINs defined?

As stated in M.5, the T&M only applies to Presidentially Declared Disaster Task Orders. FEMA is requesting that the contractor propose all CLINS for Time and Materials.

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Attachement IASC RFP Questionnaire

Section L.8.A, Page 93; Section

M.5 Factor 6- Cost Price, page

Excerpt from the RFP L.8: "NOTE: For evaluation Purposes: Steady State Price/Cost Proposals must be structured to correlate with Section B.2 of the RFP and Attachment A, identifying proposed labor categories, commodities, etc. The total evaluated price of the contract is determined by the Offerors response to Steady State

ONLY."

M.5 Factor 6-Cost/Price alludes that the evaluation will be based on Price Reasonableness, Cost Realism, and Price Reasonableness for Steady State.

Questions:

A. Can the Government provide clarification as to how Factor 6-Cost/Price will be used to determine an award to the offeror?

B. What evaluated price will be used? Steady State, or Steady State and the Scenarios added together?

Pricing will be evaluated on the Steady State Only. Prices for Scenarios 1&3 will be evaluated for Cost Reaslism.

36 General Question

The RFP does not allude to specifically if a Steady State Task Order will be awarded to each Sector awardee.

Questions:

A. Can the Government please clarify if a Steady State Task Order will be awarded to each awardee?

B. If the answer to A is that the Government will issue a Steady State Task Order, what will be the awarded value?

A. Yes, FEMA will award each awardee with a task order for the Steady State. B. The award value will be based on the negotiated price for the Min/Max

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IASC Draft Questionnaire:

Response to Question 6 Tasks and Deliverables 1.3

- Mission Planning

Teams

Please clarify the funding source for Mission Planning Teams (MPTs). In the SOO it is implied that the MPT would be funded out of Steady State. In FEMA's response to Question 6 of the Draft RFP Questionnaire FEMA stated " Mission Planning Teams are disaster specific based on Task Orders for each deployment... " Will MPTs be funded by Steady State or on a Task Order basis?

The IASC MPTs will be individualy requested, funded and issued on a Task Order basis. Unlike IA-TAC, there will not be a set number of MPTs funded and allocated under Steady State funding.

IASC Draft Questionnaire:

Response to Question 17

We have concern about liability of shared tasks while working with NGOs or Whole Community Partners. How will responsibilities of the contractor and any NGO or Whole Community Partner be clearly delineated as it relates to potential liability if they are supporting a joint task?

There will be clear deliniation of tasks and roles to be performed by the IASC contractor and NGOs/Whole Community Partners, and these will be defined at the time a task order is issued. It is expected that these NGOs and Whole Community Partners will carry appropriate liability insurance.

IASC Draft Questionnaire:

Response to Question 23 Appendix B -

Security

Will a criminal background and credit check completed by the contractor on their staff be considered an acceptable serviceable investigation?

No

IASC Draft Questionnaire:

Response to Question 23 Appendix B -

Security

In FEMA's response to Question 23 of the Draft RFP Questionnaire, what does FEMA consider a serviceable investigation?

A serviceable investigation will be at the required level, and no more than 5 years shall have passed since the closing date of the investigation regardless of when it may have been adjudicated.

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IASC Draft Questionnaire:

Response to Question 30

Section E Inspection and Acceptance E.3

Performance Evaluation

Based on the SOO, the QASP will be determined at the award of the contract.

Will FEMA allow for individual performance metrics to be established at a task order level based on the variability of potential task orders?

Yes

IASC Draft Questionnaire:

Response to Question 33

Section F - Deliveries or

Performance - Section F.7

Commencement, Prosecution, and

Completion of Work

The response to the question states "the duration/period of performance of any task order issued under this contract will be specified within the issued task order". The SOO states, "… (c) complete the entire work ready for use not later than 7 days after receipt of award." Can the government please update the document to reflect the correct intent?

Section F.7 in the solicitation is hereby updated.

IASC Draft Questionnaire:

Response to Question 42 Scenario 1

CRITICAL ISSUE - The government has stated "50,000 is the minimum" . Within the table in Scenario 1 on Objective 1 for min/max it states "50,000/200,000+ " and "30/60+ " days.

From the table it would infer that the government is expecting that at the minimum of 50,000 displaced survivors must be sheltered within 30 days. Is that an accurate expectation?

That is the estimated expectation based on the scenario.

However, FEMA is seeking realistic responses based on the actual capabilites that the potential offerors can bring to the table. Proposed timeframes should reflect the offeror's real-world best effort.

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IASC Draft Questionnaire:

Response to Question 52

CRITICAL ISSUE - Based on FEMA's response to the IASC Questionnaire, we understand FEMA will provide security for the camp through FPS. This issue is of great concern to us as we will be deploying our staff and assets and do not have control of providing the security. 1) Please provide the ratio of security to the camp population (which include survivors, contractor staff, and assets). 2) Additionally, please provide the number of security staff that FEMA would expect to provide for the scenarios listed in the RFP. 3) Will the government allow the contractor to provide supplemental security in our proposals as we deem necessary to ensure the safety of our staff and assets?

1) Security is not based on ratio; it is based on access points and confirmed after a site assessment.

2)The number of security staff will be determined based on the size of the specific operation, number of ingress and egress points, again, after the site assessment.

3)Absolutely not, Security will be provided through the Federal Protective Service avenues.

IASC Draft Questionnaire:

Response to Question 84

Section H - Special Contract

Requirements H.7

Subcontracting Plan

We are interpreting the government's response to question 84, to mean that 39% of the entire contract award amount must go to Small Business. That is inconsistent with how FEMA has set small business subcontract goals on all other disaster support contracts. Additionally, this will limit capability of the prime contractor to deliver services in major catastrophic events. We request that FEMA set SB subcontracting goals as a percentage of the subcontracted dollars and not on the entire contract. This will be consistent with all other major FEMA disaster support contracts and will allow flexibility for the prime contractor for performance.

In accordance with FAR 52.219-9, the goals will be applied to the total value of the contract.

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# Page Section

Subsection or Paragraph Contractor Question/Comment

Government Response

Attachement IASC RFP Questionnaire

IASC Draft Questionnaire:

Response to Questions 113 and

Please confirm FEMA will invoke the emergency waiver during a Presidentially declared disaster to expedite the process of getting contractor personnel a FEMA badge.

If a waiver is available and the conditions of the waiver meet the requirements for the level of access needed, PSD will apply the conditions of the waivers to hires in the first 120 days post declaration only. Waivers are approved at the discretion of DHS and are subject to renewal annually. For any person requiring access behind the firewall, there are very few options remaining for expedited vetting and most will have to complete eQIP regardless. The decision under surge conditions remains pass or fail as there is no time for the mitigation process to be applied when the objective is to staff quickly.

IASC Draft Questionnaire:

Response to Question 146

CRITICAL ISSUE - This was not our original question, but we checked with our coverage carrier and have the same concern.

As noted in the Questionnaire, the contract as a whole is potentially uninsurable. One solution might be for the government to reimburse the contractor for insurance purchased at the task order level specific to the work to be performed. This would be done at the time a task order RFP is issued for a specific disaster. Would the government find this acceptable?

The Government may reimburse the awarded contractor for the cost of insurance directly related to the performance of task orders under this contract. This would be considered on a task order basis, and would be specific to the work performed for that particular disaster, and would be reviewed for cost reasonableness.

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Attachement IASC RFP Questionnaire

Section B - Minimum and

Maximum Funding Limitation

B.4

CRITICAL ISSUE - Per the SOO "the maximum quantity is based upon the average annual expenditure for readiness over the last 10 years" . The previous contract split the United States into 4 sectors vs the current SOO which is 2 sectors.

With a 2 sector approach the contractor will have a larger scope of work. Additionally under Steady State there are more conference, exercise, and training expectations. Therefore, we do not believe that the maximum amount quoted $7,144,158.89 over 5 years is sufficient funding for the current scope. Would the government consider increasing the max steady state limit of $7,144,158.89?

Although the 2 sector approach will cover larger geographic areas, the scope of the requirement has been reduced substatially with the elimination of MHU Haul and Install missions. The offeror's approach to Conference, exercise and training participation should take this into account. (address the maximum amount -

OCPO)

Section B - Minimum and

Maximum Funding Limitation

CRITICAL ISSUE - The government has stated "50,000 is the minimum" . Within the table in Scenario 1 on Objective 1 for min/max it states "50,000/200,000+ " and "30/60+ " days.

From the table it would infer that the government is expecting that at the minimum of 50,000 displaced survivors must be sheltered within 30 days. The amount of Steady State funding is directly proportional to the ability to meet the performance expectation. Would the government consider proposals that exceed the quoted maximum steady state cost in order to enhance the capabilities of the contractor?

Yes. If necessary, the Government will negotiate with interested offerors.

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Attachement IASC RFP Questionnaire

50 Section E E.3

The government has stated that the QASP would be developed after contract award. Are the responses to the Scenarios going to be applied toward development of the QASP (i.e. will the minimum quantities and time frames responded to in the scenarios will be the minimum numbers in the QASP)?

Yes

51 Section G -Task Order Issuance

G.7

CRITICAL ISSUE - The new language included in the SOO, "If an agreement cannot be reached on any aspect of the task, the Government has the right to unilaterally issue the Task Order, and the Contractor is required to perform…" is of great concern. It is our position that on any given assignment our company needs to be in a position to evaluate the level of risk associated with deploying staff from our team. Our task order response and formalized agreement allow us to manage the potential risk. Not having the ability to manage how we respond to a task order is unacceptable. Will the government consider eliminating the concept of issuing unilateral task orders?

Due to the nature of the requirement the language will remain in the solicitation/resulting contract. The Government will execute task identified within the scope of work identified in the Base Contract. The Government will not execute unilaterally task orders outside the scope of work.

Section G - Contract Administration Data

G11

Billing Instructions

Per the SOO, during a presidentially declared disaster the contractor can invoice bi-weekly and the government has stated they will pay bi-weekly. Will FEMA pay invoices 14 days after receipt of an invoice or will they still require 30 days to process and pay the invoice after the date of receipt of the invoice?

FEMA will submit remittance bi-weekly after receipt of an invoice.

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Attachement IASC RFP Questionnaire

Section L - Instructions, Conditions, and Notices to Offerors

L.8

A. Proposal Volume

Requirements and Instructions

Please clarify the maximum length of the Technical Approach (Volume I) 70 or 120 pages.

The page limitation is 120

Section L - Instructions, Conditions, and Notices to Offerors

L.8

Proposal Preparation Instructions

Please confirm, the contractor is to submit one proposal that covers both sectors I and II.

Contractors are to submit a proposal for the sector they want to be considered.

55 Attachment _A_Price_Schedule

Can the government please send out an instruction sheet associated with filling out the Price Schedule?

No. The price sheet is a standard sheet for offerors to use.

56 Attachment _A_Price_Schedule

The Attachment_A_price_schedule provided contains several broken references in the excel document. Will FEMA review and send out excel price schedule?

The excel spreadsheet only reflect hours for Steady State.

Offeror are to propose Labor Categories required to fulfull the Government requirment.

Contractor Questions