HIS QA FBO POSTING2.pdf

Housing Inspection Services

Pre-Solicitation HSFE80-12-R-0033

Questions and Response

1. RFP Section B 4 Can the Government specify the relationship of the information in Attachment 17 to Section B? If possible, please indicate specific cells and/or CLINs associated with Attachment 17.

The objective is verifying the Contractor’s Operations monthly invoices provided the deliverables associated with the cost proposed by the contractor. Unfulfilled deliverable will result in a lesser payment for that CLIN. Vendors are required to disclose their cost for each item in Att-17. Specific CLINs to be completed are Phase in, Inspection rate, Technical Assistance rates, Operations, Will attachment 17 become section B?

Response: Yes

2. PWS Section C.6.8 a; RFP Page G-2, Section G.2

Task Order Proposal Requests (TOPRs) will be tailored for each IA declaration and issued to all Contractors offering supplies and services under the Housing Inspection Services multiple award contracts. The lowest price, technically acceptable selection process will be used to evaluate each TOPR. Price/Cost is a fixed rate at contract award; however, for TOPR evaluations, the Contractor (s) may submit an inspection rate lower than the award fixed rate (s). At a minimum technical acceptability will be determined based on the below factors being weighted equally.

� Timeliness in Response to the declaration area � Availability of inspector resources � Strategy for delivering a quality inspections and eliminating FEMA Correction’s (FCOR)

RFP Page G-2, Section G.2 Ordering Procedures states: The Contracting Officer has broad discretion in determining which awardee should receive a task order. Proposed price, timeliness, and past performance will always be considered for task order award. Task orders may be awarded to other than the lowest price offeror based on the following factors:

A. The proposed price of the task order.

B. Timeliness of submission of an Offeror’s response to task order proposal request (TOPR).

Offeror’s response to TOPR, which are submitted late, may not be considered for award.

C. Past Performance-The Government will review the contractor’s past performance on other task orders issued under this contract.

D. Task Order specific technical evaluation factors (if applicable).

When placing orders, the Contracting Office is not required to prepare formal evaluation plans, score offerors, post notice in the Federal Business Opportunities, or hold discussions or negotiation with each awardee. Even though the Contracting Officer does not have to comply with the competition rules in FAR 6 of the Federal Acquisition Regulations and does not have to conduct discussions before issuing a task order, there will be an internal record of why a particular offeror provided the best value on the particular requirements of each task order.

Attachment 2 Performance Requirement Summary Section IV, page 7 states: "Multiple activations will vary in size, geographic location, degree of destruction, and cultural diversity. To minimize disaster deployment differences, the CO, with the assistance of the COR and to the best of their ability, will attempt to assign (over the life of the contract) the various sizes and types of disasters equally provided Contractors are performing at defined thresholds."

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Please identify the governing selection process and criteria for evaluation.

Question 1: The PWS states task orders will be evaluated as lowest price technically acceptable.

In contrast the Draft RFP infers a best value selection. Furthermore, the PRS discusses that…” To minimize disaster deployment differences, the CO, with the assistance of the COR and to the best of their ability, will attempt to assign (over the life of the contract) the various sizes and types of disasters equally provided Contractors are performing at defined thresholds."

We understand and support FEMA’s desire to reduce cost and improve performance through the competitive process. We also acknowledge and appreciate the need to balance workload in order to maintain inspector capabilities, resources, and readiness over the life of the contract.

This statement “ To minimize disaster deployment differences, the CO, with the assistance of the COR and to the best of their ability, will attempt to assign (over the life of the contract) the various sizes and types of disasters equally provided Contractors are performing at defined thresholds."

Response: Lowest price technically acceptable will be removed. All inspection task orders will be competed.

Question 2: Please explain the process FEMA will use to apply the PRS methodology in relation to assignment of the task order award to contractors. Surveillance procedures will be used in assessing the quality of performance, meeting mandatory performance requirements, resource deployment, response timeliness, inspection aging, corrective action procedures and cooperative management.

Response: If thresholds are not met on past task orders and no action is taken to assure FEMA the threshold can be met i.e, corrective action, FEMA will consider this risk in the award of future task orders.

Question 3: Please identify the governing selection process and criteria for evaluation.

Response: Task Orders will be awarded in accordance with FAR 16.505(b) requirements for “Fair Opportunity”. Task Order Proposal Requests (TOPRs) will be tailored for each IA declaration. Ref-C.6.8

3. PWS Section C.6.8 a; RFP Page G-2, Section G.2 Ordering Procedures

The Draft RFP states: "Task orders may be awarded to other than the lowest price offeror based on the following factors.

A. The proposed price of the task order.

B. Timeliness of submission of an Offeror’s response to task order proposal request (TOPR).

Offeror’s response to TOPR, which are submitted late, may not be considered for award.

C. Past Performance-The Government will review the contractor’s past performance on other task orders issued under this contract.

D. Task Order specific technical evaluation factors (if applicable).

Question: Please specifically identify the technical evaluation factors mentioned in Item D of this question.

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Response: Language will be revised to state, “Task Orders will be awarded based on best value.

4. PWS Section C.6.8 a; RFP Page G-2, Section G.2 Ordering Procedures Question 1: The Draft RFP states: "Task orders may be awarded to other than the lowest price offeror based on the following factors:

A. The proposed price of the task order.

Please explain this discrepancy, i.e. stating that the task order may be awarded to other than the lowest price..." and then giving price as the first factor for evaluation.

Response: Language will be revised to state, “Task Orders will be awarded based on best value.

Question 2: ‘The Draft RFP States an internal record will be held by the CO following a Task Order award decision.” In order that the Contractor(s) may improve the competition process, will a debrief or constructive and specific data from the evaluation process be made readily available following the selection of the awardee(s) of a task order.

Response: If based on factors other than price alone, a brief explanation of the basis for the award decision may be provided.

5. Attachment 21 Please augment the historical data provided in Attachment 21 to include a quantitative breakdown of Initial, Appeal, Site, Withdrawn, Sweep, QC, Inaccessible, and No Contact Inspections.

Response: Specific Quantity by type changes from Task Order to Task Order. From most to least, typically you will see Initial, Appeal, Withdrawn, Site, in that order. QC is driven by your plan and is based on your proposal. (Getting a count for CY 2011 as an example)

6. General A host Review function was included under the previous contract. Is this function still required, and if so, where is this function based operationally? Host review is currently held at the contractors operational base.

Response: Host Review necessity will be left up to the contractor for operational support.

7. Section J, Attachment 1 Please define the composition, qualifications, and size of the inspector cadre.

Response: FEMA estimates a minimum cadre of 3500 will be needed to perform the mandatory performance requirements. This is an estimate only. It is the contractor’s responsibility to size their inspector cadre in order to meet the production and quality requirements stated in the PWS for one or multiple open task orders

8. Section H.15 Is a facility clearance required?

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9. Section H-15 & Section I.20 provides “All personnel require access to information up to the SECRET level. All individuals will be U.S. citizens. The contractor shall follow the standard establish DHS and FEMA policy.” Section I.20 lists four different classifications of protective information, none of which are described as “Secret”. In addition, there are no PWS references associated with any personnel that require Secret clearance.

However, Section H-15.1 provides in relevant part “Contractor employees who do not have security clearances and require access to SBU information will be given suitability determinations.”

Question 1: Please clarify these discrepancies.

Response: Clearance level will be Public Trust, however, there may be key positions such as security manager where a higher level is required.

Question 2: Please identify which positions working on this contract, inspectors included, will require a SECRET clearance?

Response: Secret clearance not required. This is a public trust position

10. Section H.15.5 This section provides in relevant part “All background investigations will be processed through the FEMA Security Office.

Question: Please confirm that the Contractor will not be required to perform any preliminary background checks/investigation associated with this contract.

Response: The Contractor will not be required to perform any preliminary background checks/investigation as associated with this contract.

11. L.11, Subparagraph 4.1.1 Factor 5 The specific corporate documents requested within “Company

Description” are of significant length, in particular the Audited Financial Statement. We respectfully request that these documents be excluded from the page count for this volume.

Response: Will be excluded from page count

12. The specific corporate documents requested within “Pertinent Business Credentials” are of significant length. We respectfully request that these documents be excluded from the page count for this volume.

Response: Will be excluded from page count

13. Attachment 1, PWS - Section C.6.2.1 and Section H-2 discuss the Operational Readiness Audit (i.e.

Transition Audit) to be performed at the end of transition

Question 1: Please identify the requirements for this audit and/or provide sample audit forms and checklists for the bidders’ reference in order to assist in the development of our proposal.

Response: Refer to C.6.3 and C.6.4. The requirements under the PWS, contractor’s proposal, will be used to generate an audit checklist to verify and/or validate Operational Readiness.

Example: Training records, background checks for inspectors and other staff, equipment readiness, etc., may be included.

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Question 2: How will FEMA conduct audit?

Response: FEMA staff will prepare an audit plan based on the requirements and contractors proposal. They will schedule a visit with designated contractor POC’s. Records will be shown to the FEMA person to verify or validate actions. Example: Contractor states 500 inspectors trained, we may ask to see a copy of the training record, Inspector ID that was trained as a verification process.

How will the results be evaluated? What will be the expected outcome and corrective actions expected?

Response: Based on the contractor’s proposal, counts of activities i.e, training, adjudication, staffing plan will reflect verification yes or no for each audit area. No answers will reflect any discrepancy compared to contract proposal content

14. During the Phase-In process, there is likely to be GFE, Government Furnished Equipment, which will be transferred from the previous contractor to the new contractor.

Question 1: Please provide an inventory list of property to be transferred, including make, model number, year of purchase, and condition.

Response: Equipment Inventory list will be provided following award.

Question 2: Will the new contractor be required to coordinate the transition of this equipment?

Response: No.

Question 3: Will the cost of moving the equipment to the new contractor’s warehouse be covered under a cost reimbursable CLIN?

Response: This should be included in the contractor phase in cost.

15. Question: If and when FEMA awards this contract to multiple contractors, how will any GFE, Government Furnished Equipment, be distributed between the awardees? GFE will be divided between the contractors equally.

Response: FEMA will receive the equipment from an outgoing contractor and transfer to an incoming contractor, as deemed necessary.

16. Question: Will the government have an independent estimate previously conducted before the release of a Task Order Proposal Request, for which the basis of review and award will be determined?

Response: Yes.

17. Section E.5 (b) states - “FEMA shall weight ISO standards four (4) through eight (8). The contractor’s monthly invoice for contract costs shall include the required percentage deduction for withholding. Following the annual surveillance or re-certification audit, the contractor shall submit a retainage release invoice.”

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Question 1: Please confirm that the reference to “parts 4 through 8” is the same as the reference to “clauses 4 through 8” shown on page 11, Section C.5 of the PWS.

Response: ISO standards are the same for both documents

Question 2: How does FEMA plan to set the weights on the 5 ISO standards? 1% each How will they impact the withholding rate?

Response: Total 5% withholding Is there an example of how the weights be used in calculations of how much of the withholding will be released at year’s end? Each monthly operations invoice will have 5 % withheld from payment

Question 3: What will be the withholding rate to be imposed on the monthly invoices?

See above Are these part of the percentage matrix?

Response: There will be a task order incentive/disincentive matrix provided.

18. Section G 2 This Section outlines the process for awarding Task Orders and refers to the submission of TO Plans in response to TO Plan Requests from FEMA.

Question: What are FEMA’s requirements for an acceptable TOPR for Cost-Plus TO’s? To be provided at award For Fixed Price TO’s? How much time will be given for their preparation?

Response: FEMA does not anticipate Cost Plus Task Orders for this requirement. The time allotted for preparation is included in the PWS.

19. This Section also includes a Clarification: “If Contractor fails to compete for a task order during two consecutive TOPRs; the contractor shall forfeit operational cost at 25% for the first failure, 50% for the second failure, and in full (100%) including the option periods for the third failure to compete for task orders.”

Question 1: Please define “failure to compete”.

Question 2: What ‘operational cost’ do these percentage penalties refer to? How long are these forfeitures in force?

Response: Questions 1 & 2 – This requirement will be removed from the solicitation

20. Section H 5 This Section describes the three Generalist labor categories for use in estimating Cost- Plus TO’s; each focuses on field inspection functions. The PWS also addresses requirements for performing geospatial analysis as part of one or more Cost-Plus TO’s.

Question: Which labor category does FEMA want used for pricing geospatial analysis?

Response: GIS has been removed from the solicitation

One of the Generalist categories, or another we create specifically for this work?

Response: One may be created specific to the work.

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21. Section H-15.5 provides in relevant part “Prospective contractor employees shall submit the following completed forms to the Security Office through the COR no less than 30 calendar days before the starting date of the contract or 30 calendar days prior to EOD of any employee, whether a replacement, addition, subcontractor employee, or vendor

Question: Please clarify the due date in terms of days after transition start.

Response: This process will occur at the start during the beginning of the transition period.

The objective is to have all forms submitted and adjudication completed prior to the end of the transition period.

22. In addition to the provisions of Section H.15.5 above, PWS C.6.5 specifies that the Contractor cannot pass the Operational Readiness Audit until all inspectors have been adjudicated, which requires these forms have been processed and releases have been issued by FEMA permitting them to perform their duties.

Question: What assurances can FEMA give that all required releases will be issued within these 30 days, which enable the Contractor to pass the Operational Readiness Audit?

Response: If documents are submitted within an acceptable timeframe, FEMA will not hold the contractor accountable under the Operational Readiness Audit for lack of performance during any audit.

23. Section M 5 This section discusses review of the Offeror’s past performance questionnaires.

Question: Please describe the submission procedures for the Past Performance Questionnaires.

Response: Past Performance Questionnaires shall be submitted to the government directly from the reference. The solicitation will be updated to reflect this question.

24. Attachment 17 Question: Please provide a “live” Attachment 17 Operations Costs Model fbo.pdf in Microsoft Excel format.

Response: A “live” Attachment 17, will be provided for the solicitation phase.

25. PWS C.6.4 FEMA states that “FEMA’s contract partners shall have an organization structure to interact with Housing Inspection Services management staff.”

Question 1: Please provide a copy of the FEMA HIS management staff organization chart and a summary of the roles and responsibilities of key personnel shown in this organization chart.

Response: Vendors shall propose their intent to manage this contract based on the sample of organization structure located on page 14 of 36 in PWS.

Question 2: Please identify positions to be designated as Contractor’s key personnel and provide position descriptions and required qualifications/certifications for these personnel?

Response: Vendors shall propose management structure for this contract in accordance with the PWS, reference sample organization chart in PWS page 14 of 36

Question 3: Please provide cursory staffing requirements for Contractor’s key personnel, i.e. full time or part time.

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Response: Vendors shall propose how they will staff to meet the requirements of the PWS.

26. PWS C.6.9 This section states "FEMA QC staff may participate in the Contractor’s QC process at any time. FEMA further reserves the rights to independently perform Quality Control inspections at any time. FEMA reserves the right to perform unlimited joint QC."

Question: It is suggested that FEMA provide the Contractor with notification (e.g. 24 hours) prior to joint inspections for coordination purposes.

Response: Contractor will receive notice prior to beginning of any independent QC activity and offer the contractor the opportunity to complete the QC inspections as joint QC’s.

FEMA request the contractors reciprocate in this activity

27. This section states "Following release of the Contractor’s first task order, FEMA will evaluate the effectiveness of the Contractor’s QMS. FEMA will maintain the right to approve the Contractor’s Quality Control program. FEMA will evaluate the task order for Contractor’s QMS Quality Control process compliance."

Question: Recommend that FEMA provide detailed evaluation criteria for Contractor QMS effectiveness and QMS Quality Control process compliance.

Response: The vendor will develop their QMS to provide a quality inspection product and service in accordance with established measures/thresholds following ISO 9001 compliance.

Process should specify the series of actions or operations to be executed and accountability for each in order to deliver the product. The “right to approve” is key during the draft QMS phase. We need to verify the draft plan covers all the requirements and procedures contained within ISO 9001.

28. PWS C.6.2 This section states "During the phase in period the new awardees shall implement test/training requirements in order to commence full performance of services on the contract start date."

Question: Request that FEMA verify that the training material developed by previous FEMA HIS Contractors including the current incumbents remain as government property for use by the new contractors.

Response: FEMA will supply the initial training materials however current contractor training is propriety and will not be provided. You may develop or request this from an incumbent at your expense

29. General Please fully describe the capabilities of the government-issued laptops, including software content, internet access, and e-mail accounts/access.

Response: Current inspection tablets are windows OS and the new hardware will be either an Android or Apple OS.

Can FEMA provide a demo version or prototype of the ACE software for Android?

Response: Currently not available in development

30. Can FEMA provide a data catalog for the ACE software? Response: Not at this time

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31. Attachment 13 Please provide a current version of the NEMIS ACE Interface document.

Response: The current version contains reference to a Microsoft operating instead of an Android based operating system. Android is in development not available

32. Attachment 11 A Please provide prospective brands of tablet computers.

Response: In development. Current hardware is a windows OS that will be distributed to the contractors

33. Section E 4 In order to assist in the proposal effort, please provide FEMA’s current QASP

Response: The new QASP will contain relevant performance indicators from the new PRS, therefore the current QASP is not relevant. QASP matrix will be provided as Attachment

34. FEMA indicates that the QASP will contain a scoring matrix. In Attachment 4, Deliverables, it is indicated in C.6.9 that the Quality Control Process - Scoring Matrix is to be part of the QMS draft submitted with the proposal.

Question: Please distinguish between the information and metrics that are to be contained in the Contractor-provided scoring matrix and FMEA-provide scoring matrix in the QASP.

Response: A matrix template will be included for the contractor to fill out the proposed incentive and disincentive values.

35. Question: Please verify that the Quality Control Plan is a deliverable that is part of the QMS. In addition should the Quality Control Plan be added to Deliverables Matrix (Attachment 4)?

Response: Answer: It is a deliverable that is a requirement of the Quality Management System (QMS)-Refer to ISO 9001:2008 Standards 8.2.4 Monitoring and Measurement of Product and 8.3 Control of Nonconforming Product.

36. RFP Section B, page B-4, paragraph B.5 Throughout the Pre-solicitation documents there are several references to multiple IDIQ contracts being awarded. [see also Section L, page L-1, paragraph L.3] Will FEMA award three (3) or more contracts as a result of this procurement?

Response: FEMA reserves the right to award multiple housing contracts.

37. RFP Section B, page B-1, paragraph B.2 The guaranteed minimum of $5,000 appears to be for a single contract. Is the maximum funding limit of $163,000,000 for a single contract, or is this funding to be shared among all contracts awarded?

Response: $163,000,000 is the estimated ceiling per contract.

38. RFP Section B, page B-1, paragraph B.4 The charts provided for pricing do not include project management costs associated with disaster deployments (operational oversight, logistics, etc.). Will a separate CLIN be established for these costs, or will these costs be provided only on task orders using

Pre-Solicitation HSFE80-12-R-0033 Question and Responses Page 9 of 104 the forms in Attachment 17, “Operations Costs”? Your costs to perform this work needs to be disclosed in either the Operations cost detail and/or the ODC category.

Response: The offeror may provide their own approach.

39. RFP Section C (PWS), page 5 of 35, paragraphs C.1.4 and C.1.5 What are FEMA’s future plans for NEMIS and ACE; specifically, will the current ACE program be used for the entire contract period? NEMIS and ACE will be used for this contract. Is FEMA working on a replacement, and if so, please provide the details?

Response: ACE is in development as a mobile application and the design will continue to integrate with NEMIS.

40. RFP Section C (PWS), page 6 of 35, paragraph C.2.1 If inspections are provided by other means

(e.g., inspector phone banks, aerial imagery or tax data), will the same fixed rate inspection price (CLIN 002) be paid?

Response: The proposed rate for this type of inspections should be displayed in the vendor’s proposal.

41. Will FEMA provide access to the imagery and/or data?

Response: The GIS portion of the PWS will be removed from the solicitation when posted.

42. RFP Section C (PWS), page 16 of 35, paragraph C.6.4A Administering monthly inspector registration in the Contractor Deployment Database will add cost to the housing inspection program.

Our approach allows for an alternative and superior means to identify, deploy and manage an inspector cadre to meet program objectives while adding no cost to the fixed rate inspection price.

We request that this specific requirement be removed or deemed optional.

Response: This specific requirement will not be removed. The Program Office will review your approach to deployment management however; the Contractor shall provide FEMA access to the Contractor’s inspector data base that includes a description of the various inspector cadre levels within the organization.

43. RFP Section C (PWS), pages 20-21 of 35, paragraph C.6.8 Lowest price, technically acceptable selection process is to be used for task order award. However, weighting factors listed for selection indicate that “Price/cost is a fixed rate at contract award and will not be a factor if one Contractor(s) per inspection rate is significantly lower.” Please clarify the intent of FEMA’s selection for task order award.

Response: Language will be revised to state, “Task Orders will be awarded based on best value.

44. RFP Section C (PWS), page 28 of 35, paragraph C.6.9 With regard to withdrawn and/or inaccessible survivors, the requirement to contact and verify status of an individual(s) who elects not to participate in the housing inspection program can be costly and time consuming. To expect the Contractor(s) to accomplish this at no cost to FEMA and as a correction can negatively impact quality ratings and performance incentives. Please clarify the intent of this requirement.

Response: FEMA will not prohibit an offeror from disclosing allocable cost. Any cost associated with this activity may be proposed in the offerors business cost proposal for review.

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45. RFP Section E, page E-2, paragraph E.4 The RFP indicates that FEMA has included a scoring matrix for key performance areas. Please provide this matrix to prospective offerors.

Response: A matrix template will be included in the solicitation for the contractor to use.

46. RFP Section E, page E-2, paragraph E.5 Has FEMA determined what percentage of contractors’ annual cost will be “retained,” or will that be negotiated at contract award?

Response: Attachment 2 PERFORMANCE REQUIREMENT SUMMARY – Revised para 4. The 1% refers to each of the 5 Standards that are measured. The total withholding is 5%.

47. RFP Section G, page G-7, paragraph G.9 Will there be a separate CLIN for the cost of Geospatial inspections?

Response: No, there will not be a separate CLIN for the cost of Geospatial inspections. The geospatial inspection section will be removed when the final RFP is posted for solicitation

48. RFP Section H, page H-5, paragraph H.12 In order to comply with the American with Disabilities

Act, will FEMA provide the required resources to comply with this requirement, or will there be a separate CLIN established within the Operations Costs (Attachment 17) to cover the costs associated with the provision of interpreters and CART (Communications Access Real Time Translation)?

Response: FEMA will provide the required resources.

49. RFP Section H, page H-6, paragraph H.15 The requirement states that Contractor personnel will have access to SECRET and classified information. Will FEMA require all staff working on the contract, including inspectors, to have SECRET level clearance?

Response: No the positions are Public trust level clearance.

50. If not, please define what level(s) of staff will require security clearance.

Response: Public Trust

51. RFP Volume 2, page L-8 Reference is made to Past Performance Questionnaires that are not to be included in the Technical Proposal page count. There is no subsequent requirement for submittal of Past Performance Questionnaires related to specific projects/contracts. What is FEMA’s intended approach to sending/receiving these questionnaires?

Response: Submittal requirements will be included in the solicitation

52. How does FEMA intend to score responses received per Attachment 18? The offeror will be evaluated on the quality and the relevance (i.e., degree of similarity in size, scope and complexity to the Housing Inspection Services requirements) of their recent (i.e., within three (3) years of the date of solicitation issuance) past performance.

Response: Ratings are defined on page M-6 of RFP

53. RFP Volume 2, page L-8, paragraph 2.1.1.(d) This factor requires the proposer to show compliance with the six (6) ISO 9001 documented procedures. Later in the proposal (PWS Section

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C.5), offerors are given twelve (12) months to show proof of ISO 9001 compliance. Clarification is requested on what is actually needed in Volume 2.

Response: Volume 2 will contain the QMS Draft

54. Will this be a plan outlining our approach to complying with ISO 9001 to be attained in twelve (12) months?

Response: Yes

55. RFP Section L, page L-11, paragraph L.11, 2.1.2 Factor 2/Sub-Factor 2 item (i) refers to conformance with FEMA’s “Workforce Enhancement Initiative” and “Logistics Cadre Management Directorate.” Please provide specific requirements related to these two items since it was not included with Pre-solicitation documents nor is it easily accessible in the public domain.

Response: Documentation may be located at www.dhs.gov and www.fema.gov

56. RFP Section L, page L-12, paragraph 2.1.3(a) Does the past performance requirement outlined here have to be conducted solely by a prime contractor, or will the work performed by subcontractors comply with this requirement?

Response: No. Past performance requirement outlined here is limited to first tier subcontractors.

57. RFP Section L, page L-14, paragraph 5.1 Will FEMA provide prospective offerors with the electronic Excel spreadsheet templates required for the submittal of operational costs outlined in Attachment 17, “Operations Costs”?

Response: Yes.

58. RFP Section L, page L-14, paragraph 5.2.1 Reference is made to Basis of Estimate (BOE) details provided in paragraph 5.4.7; there is no paragraph 5.4 included in the RFP. Please provide specific requirements for the BOE.

Response: Corrected to BOE paragraph 5.2.4

59. RFP Section L, page L-16, paragraph 5.2.6 paragraph is labeled Estimating Methodology 5.4.1 which appears to be in error. Please clarify.

Response: Error, will be deleted

60. RFP Section L, page L-16, paragraph L.12 Based on this Pre-solicitation and accompanying documents posted on July 13, is a formal response/proposal due on August 28, 2012? See below.

There is no information provided in Block 9 of the Standard Form 33 to indicate a proposal due date.

This is a draft pre-solicitation.

Response: This is a draft presolicitation. A response date has not been determined yet.

61. RFP Volume 4, page L-13 It is stated that the Business Proposal cannot exceed 10 pages, but many corporation’s audited financial statements (provided over 4 years), as well as other credentials required to comply with this section, may likely exceed 10 pages. Will FEMA allow additional pages for submittal?

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Response: Audited financial statements are excluded from the 10 page limitation.

62. C.1.5, page 5 of 35. Under the current contract, the field inspectors use a Microsoft compatible version of the ACE software. When does FEMA anticipate replacing ACE III with a version that is compatible with the Android mobile tablet specifications identified in Attachment 11A?

Response: ACE is in development date has not been determined

63. Would the contractor be expected to maintain two support systems (one for the current system and one to be developed for the new Android mobile tablet system)?

Response: The probability is yes because when the new ACE is rolled out there will be a phase in of the new hardware over the life of the new contract.

64. What is the timeframe for this transition?

Response: It is estimated ACE 4 to be ready for deployment FY 2013

65. Will there be a transition period where both systems would be operational?

Response: At some point, both OS will be in service at the same time.

66. Will FEMA provide inspector technical support for computer issues, connectivity issues, etc.?

Response: FEMA currently supports connectivity issues. Contractor will need equipment software/hardware maintenance support

67. C.2.1., page 6 of 35. Is the purpose of multiple awards to address the completion of inspections on a regional basis?

Response: Multiple awards will provide FEMA a choice of service providers that consistently delivers the Mandatory Performance Requirements anywhere within CONUS or OCONUS.

68. Is there any specific requirement for contract awardees to be headquartered in proximity to the:

a. FEMA Winchester office? No

b. FEMA Headquarters? No

c. Other preferred office location? Contractor decision

d. Multiple locations? If so, please specify location(s) if required? NA

69. C.2.1., page 6 of 35. How will mobile home site inspections, pre-placement interviews and post disaster assessment inspections be completed and by what group (inspectors or generalists)?

Response: FEMA expects the vendor to determine in their proposal; who and what category of inspectors or generalist will perform this work.

70. Will there be a separate task order for this process?

Response: These processes will be under the inspection Task Order for the declaration.

71. Who will oversee the process in the field?

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Response: The contractor

72. C.5., page 10 of 35. Will the third party hired to conduct the audit be contracted by FEMA?

Response: FEMA or ISO doesn’t provide certification or conformity assessment. The contractor willl need to contact an external certification body for that. Here is a information link for ISO.

http://www.iso.org/iso/home.htm

73. C.5., Paragraph 4, page 11 of 35. In order for the contractor’s QMS to evolve to support interactions between the Contractor’s and CMHIS’s QMS processes and systems, would FEMA please provide the CMHIS QMS?

Response: CMHIS QMS is proprietary and will not be provided for proposals. Vendor’s QMS should incorporate the ISO standards and procedures as it relates to the delivery of the inspection product. See the link for more information http://www.iso.org/iso/home.htm .

74. C.5., page 12 of 35. As part of the contractor’s task order performance, FEMA will measure and record performance utilizing the Quality Assurance Surveillance Plan (QASP). Would FEMA please provide the QASP in order for a contractor to understand the performance measurements?

Response: The Performance Requirements Summary (Attachment 2) outlines the thresholds that identify the performance expectations for all critical components of the Performance Work Statement. FEMA expects the contractor to utilize a QASP matrix (Provided as an attachment with blank values) to include with their proposal that proposes incentives and disincentives to be applied. FEMA will review these proposed values for their value and those values may be subject to change. FEMA will not pay for escalated proposal costs that are buried in their cost proposals specifically to offset disincentives for poor performance.

75. C.5., paragraph 2, Page 12 of 35. Who will provide the findings to the contractor?

Response: Your ISO Auditor will report findings

76. What funding will be available to an incumbent to transition to new contract requirements?

Response: Phase-in CLIN – CLIN 0001

77. There are situations within the phase-in that an incumbent would need funding. How will a successful incumbent receive reimbursement for these costs?

Response: Phase-in CLIN – CLIN 0001

78. FEMA states that “the transition period allows the contractors to apply their approaches to transition workloads.” How will a successful incumbent receive reimbursement for this transition?

Response: Phase-in CLIN – CLIN 0001

79. C.6.4., Duty Readiness and Mission Readiness., page 15. What is the difference between Duty Readiness and Mission Readiness?

Response: See explanation in PWS, C.6.4

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80. C.6.4., Duty Readiness A. page 15 of 35. e. Please define “functional tools.”

Response: Tools necessary for an inspector to perform the work

f. Who maintains these tools? Response: Contractor

g. Are the tools on-site or at home? Response: To meet Duty and Mission Readiness it is expected each inspector will have tools in their possession when deployed

81. Would FEMA please provide the expected minimum hours of training and frequency (quarterly/annually)?

Response: FEMA expects the vendor to determine in their proposal; the hours of training and frequency an inspector will need.

82. What key geographic areas are considered key disaster prone areas?

Response: Historically within 100 miles of coastal areas within CONUS and OCONUS

83. What is the repercussion if a training session must be canceled due to disaster task order activity?

Response: That is a possibility and the mission comes first.

84. C.6.4., Duty Readiness B.. Does FEMA expect contractor staff trainers to be dedicated 100% to training or can they do other functions?

Response: FEMA expects the vendor to determine staff trainers and time allotted for training in their proposal

85. The contractor is to provide training courses to “cadre inspectors.” Does “cadre” mean a core response group?

Response: FEMA considers a contractor’s cadre as a ready group capable of performing inspections that delivers a product meeting all the requirements. If a group within the cadre does not participate, then FEMA will not consider that group as part of the contractor’s duty readiness cadre.

86. Does “cadre” mean every favorably adjudicated and deployable inspector in the contractor’s database?

Response: Yes

87. Will online training meet quarterly requirement for non-disaster prone areas?

Response: FEMA expects the vendor to address how they will provide training in their proposal

88. Is the quarterly training per inspector or is a contractor to provide training on a quarterly basis?

Response: FEMA expects the vendor to address how they will provide training in their proposal

89. Is the contractor to train all inspectors on a quarterly basis or only those in disaster-prone areas?

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Response: FEMA expects the vendor to address how they will provide training in their proposal

90. What is the minimum number of Duty Readiness courses or hours of training that all inspectors must complete?

Response: FEMA expects the vendor to provide their approach within their proposal

91. Since training is mandatory, is it an ODC cost reimbursable?

Response: See Attachment 17

92. Are inspectors to be compensated for their training time?

Response: FEMA expects the vendor to address this in their proposal

93. C.6.4., Mission Readiness For the Mission Readiness training, each class of students is assigned a mentor.

a. How many students should be assigned to each mentor? FEMA expects the vendor to address the mentor ratio in their proposal.

b. Are the additional costs (time, travel, lodging, per diem, materials etc.) associated with being a mentor chargeable to FEMA? See Attachment 17

c. Should members of the group that retire or move on to other vocations be replaced with new members?

Response: FEMA expects the vendor to address methodology for Mission Readiness capabilities

94. Is Mission Readiness training a requirement for all inspectors?

Response: Reference C.6.4 in PWS

95. Does the Mission Readiness training need to be repeated on an annual basis?

Response: FEMA expects the vendor to address training methodology for Mission Readiness capabilities in their proposal.

96. Will online training meet the Mission Readiness training requirement?

Response: FEMA expects the vendor to address training for Mission Readiness in their proposal.

97. What is the minimum number of mission readiness courses or hours of training that all inspectors must complete and how often is such training to be given?

Response: FEMA expects the vendor to address training for Mission Readiness in their proposal.

98. Does FEMA expect contractor staff trainers to be dedicated 100% to training or can they do other functions? FEMA expects the vendor to address training for Mission Readiness in their proposal Is there a minimum or a maximum number of courses each inspector must complete?

Response: Reference C.6.4 in PWS 173. C.6.4., Mission Readiness., page 15 of 35.

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99. Please provide information on who is to be trained for Mission Readiness.

Response: Reference C.6.4 in PWS, FEMA expects the vendor to address training for Mission Readiness in their proposal.

100. Could Mission Readiness training be provided through online coursework or a webinar?

Response: FEMA expects the vendor to address training for Mission Readiness in their proposal.

101. C.6.4., Inspector Logistics Cadre Readiness What is the purpose for recording refusals?

Response: The vendor shall develop policies and procedures that govern the inspector deployment process in their proposal.

102. What is the threshold number of refusals?

Response: The vendor shall develop policies and procedures that govern the inspector deployment process in their proposal

103. Over what timeframe?

Response: Determined by vendor and submitted in proposal

104. What is the threshold number for consecutive refusals?

Response: Determined by vendor and submitted in proposal

105. Over what timeframe?

Response: Determined by vendor and submitted in proposal

106. With an independent contractor model, an independent contractor inspector has the option to accept or refuse a job. How will this factor into this recording?

Response: The vendor shall develop policies and procedures that govern the inspector deployment process in their proposal

107. C.6.4., Inspector Logistics Cadre Readiness, B. Travel., page 17 of 35. The Contractor shall preauthorize payment for mode of travel to and from the disaster location and will authorize payment for air fare, rental vehicle or mileage reimbursement for POV (over 50 mile radius). Is there a limit to the number of POV miles that FEMA will approve?

Response: FEMA expects the contractor to adopt FEMA’s travel guidelines and oversee the process with cost factors to determine the best value for travel.

108. C.6.11.2 Inspection Aging page 29 of 35. The Contractor shall manage the aging of inspections issued for the entire task order performance period in each task order.

How often has FEMA experienced system downtime?

Response: Intermittent, down time was taken into consideration when the aging threshold was established.

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109. What is the average length time that the system may be down?

Response: See answer to a.

110. What is the longest system downtime a contractor should expect?

Response: See answer to a

111. C.6.4.1 Staffing/Employment Eligibility page 17 of 35. Based on current practice, it can take up to six weeks from the time of fingerprinting to receive a suitability determination. How long does FEMA anticipate it will take to obtain a favorable suitability with EID Passport, Inc.?

Response: EID will be removed from the solicitation

112. What are the performance requirements for EID Passport, Inc. in the first 90 days of this contract?

Response: EID will be removed from the solicitation

113. Does 3x15 amps mean three plugs or three circuits? The contractor is to provide 12 amps on a standard 15 or 20 Amp circuit (which is usually the Standard) for each station that is being used.

Will the contractor need to use fingerprint cards for inspectors who are located in remote areas? If yes, what tasks will the contractor need to complete, in addition to the taking of the prints by the appropriate government official for a proper submittal to FEMA?

Will EID Passport, Inc. be available to conduct “registration events” on weekends or holidays which are preferable days for many inspectors?

Response: EID will be removed from the solicitation

114. What hours during the day will EID Passport, Inc. be available to conduct inspector registrations?

Response: EID will be removed from the solicitation

115. Are all geographic areas available to conduct registration events or is the EIC Passport, Inc.

restricted to specific areas or locations?

Contractor staff must receive a favorable suitability determination prior to the first declaration of a task order award. Under the current contract, there are several thousand individuals who have a favorable suitability. Will all currently favorable individuals need to undergo this suitability determination?

Response: Any contractor processed below an MBI will have to submit to all process requirements to determine suitability at the appropriate level. Upon execution of a new contract all contractors will have to be vetted by either demonstrating that a favorably adjudicated background investigation is on file which meets or exceeds the MBI requirement.

116. Will the e-QIP process need to be completed again for existing project personnel?

Response: Yes, in cases where no investigation exists or where a current investigation was conducted below the MBI level.

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117. Will EID Passport, Inc. issue new credentials for every inspector?

118. Will new credentials be issued during training events?

Response: No, estimated 2 weeks for PIV-I badging

119. Will new credentials be issued prior to deployment?

Response: Yes

120. Will EID Passport, Inc. issue new credentials for project staff and management?

Response: EID will be removed from the solicitation

121. What are the PIV-1 credentials used for?

Response: FEMA Security made the requirement for PIV-I in March, 2012, this will allow access into the FEMA systems. The PIV card is visual identification that allows access to facilities, access and login capability to IT systems, and serves as credential or official agency identification of personnel working in the field outside of a FEMA facility.

122. Please provide additional detail on the type of credential required so that a contractor can procure the right machine to create the credential.

Response: The Contractor POC must have the capability to issue identity credentials within a 72-hour timeframe.

123. What is the starting point and ending point for the 72 hours?

Response: Time begins when the contractor POC receives the credentials

124. How quickly will a contractor obtain credential information from EID Passport, Inc.?

Response: EID will be removed from the solicitation

125. How long is the credential valid?

Response: EID will be removed from the solicitation

126. What is the turnaround time if the credential is lost or damaged?

Response: TBD re-issuance requires confirmation of biometric match.

127. Will EID Passport, Inc. maintain an inspector database including photographs and information for credentialing?

Response: EID will be removed from the solicitation

128. What information will EID Passport, Inc. provide the contractor?

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129. To what extent will a contractor need to open their inspector database to EID Passport, Inc.?

Response: EID will be removed from the solicitation

130. What is the contractor’s management responsibility for credentialing and security requirements?

Response: EID will be removed from the solicitation

131. What type of technology is required for the credential?

Response: EID will be removed from the solicitation

132. C.6.4.1., page 18 of 35 The last paragraph in this section states that the contractor shall be trained for fraud awareness. Who is the contractor then to train? FEMA expects all staff to be train in fraud awareness, how often should be addressed in the proposal.

133. At what time interval?

Response: Annual

134. The contractor POC must have the capability to issue identity credentials regardless of location nationwide. Does nationwide include CONUS and OCONUS?

Response: Yes

135. Will a guide be…