SOLICITATION_QA_POSTING_100212.pdf

1 FEMA – Q/A Solicitation HSFE80‐12‐R‐0033 – 10/02/2012

HOUSING INSPECTIONS SERVICES

Questions and Responses

Solicitation HSFE80‐12‐R‐0033

1. FEMA identified during Industry Day discussion that there was a strong need to provide innovative technical solutions to reduce readiness costs and decrease the timeframe survivors face (from registration through payment); however, the current draft PWS makes no reference to technological innovation.

a. If the need for innovation still exists, does FEMA plan to issue a solicitation to evolve the housing inspection process to incorporate advanced technology?

Response: One technical innovation in development by FEMA is the conversion of the FEMA Construction Estimator to an application that will run on an Android platform.

At this time, there are no additional funds to entertain any additional technical innovative solutions.

b. Additionally, if a separate solicitation is planned, will it be under a full‐and‐open competition or a limited invitation to IDIQ awardees only?

Response: FEMA does not anticipate a separate solicitation.

2. During the Industry Day discussions, FEMA stated that the ACE software would be phased out. The IDIQ makes no mention of the discontinuance of ACE. Would the government clarify its expectations as to the lifespan of ACE?

Response: See response to number 1

3. Will FEMA identify any data sets that will be made available to successful offerors so that they could consider incorporating that data into the inspection process so as to increase inspector productivity as well as improving the overall quality of the inspection process?

Response: No, FEMA will not identify any data sets that will be made available to successful offerors.

4. The PWS identifies in section C.2.1 that there will be multiple IDIQ awardees. Will FEMA provide an estimate as to how many firms will be named IDIQ awardees?

Response: FEMA anticipates issuing multiple awards (more than one).

5. The PWS identifies in section C.6.2 that the transition period allows the contractors to transition workloads and equipment for the incumbent contractor.

a. Would FEMA clarify what equipment it assumes will need to be transitioned?

Response: Both incumbents manage FEMA property to perform inspections. It is that property that would be transferred. E.g. Windows pen tablets and etc.

2 FEMA – Q/A Solicitation HSFE80‐12‐R‐0033 – 10/02/2012

b. In the event that the two incumbent HIS contractors receive IDIQ awards, what equipment will need to be acquired, and will FEMA be providing any of that equipment?

Response: All future property to perform this work with be Government Furnished Equipment.

6. The PWS identifies in section C.6.4 (Key Personnel and Inspector Staffing) that the contractor is expected to track deployment responses. “ If inspectors in the system cannot deploy to the assignment, it is considered a "refusal" and will be noted as such on their record.” Given that there is a limited number of inspectors nationwide, and that inspectors can potentially align to multiple HIS IDIQ awardees, is the contractor penalized from a performance perspective if a certain number of refusals are accrued? If so, will FEMA please establish that threshold?

Response: FEMA has stated what the performance expectations that are expected to be met by the contractors. It is the contractor’s responsibility to set their own thresholds to meet the performance thresholds within the contract.

7. The PWS identifies in section C.6.4.1 STAFFING/EMPLOYMENT ELIGIBILITY that all inspectors must qualify for PIV‐I badges. “Contractor staff will be authorized to begin work following a favorable prescreening performed by FEMA Personnel Security after which the full background investigation will be conducted.”

a. Will the government please include as part of the IDIQ PWS the requirements/process for both the prescreening and full background investigation that the contractor is expected to follow given this impacts workforce readiness levels?

Response: HIS Contractors are required to enroll with the Service Provider, each staff member and or inspector working on the HIS contractor will enroll into the IIMP for the Minimum Background Investigation for a moderate risk. Service provider will collect biometric information and other required DHS‐FEMA information. After a Participant Vendor employee passes the FEMA pre‐employment screening process, the Service Provider will manufacture and securely deliver the credentials to the COR.

b. Will FEMA have processes in place to expedite prescreening during surge/mega events to ensure that any staffing deficits across all IDIQ awardees can be remedied expeditiously?

Response: The Service Provider will provide the personnel throughout CONUS and OCONUS throughout the year to achieve FEMA’s mission requirements. Service provider will work their schedule with the HIS Contractors. (Reference the sample registration schedule in Att. 17) FEMA Personnel Security Branch will work to expedite the adjudication pre‐screening process to issue credentials.

8. Attachment #13 describes the ACE interfaces and the need to be able to develop applications that interact with ACE in an efficient and non‐disruptive manner; however, Attachment #17 (Amended) Operations Recurring Cost Reimbursement and Disaster Specific (ODC) Costs Model lacks a CLIN reference related to the development of applications supportive of the ACE

3 FEMA – Q/A Solicitation HSFE80‐12‐R‐0033 – 10/02/2012 environment. This is an effort that all new IDIQ awardees would need to undertake. Will the government please provide a CLIN/plug figure for associated development costs for new awardees?

Response: There are Other Direct CLINs in Attachment 17 in which the offeror may describe its costs. Offeror’s may have different approaches to applications needed to perform this requirement which would be different costs.

9. The PWS includes the following clause in section C.6.8.5.3 Ownership Verification. “The Contractor’s inspector shall view and record required documentation proving ownership of the damaged dwelling. When documents are not available at the time of inspection, the inspector shall exhaust all efforts to verify tax and/or other county/local records by contacting or visiting the appropriate local Government office. Additional steps required for ownership verification include a call to the insurance company, and use of other available and reliable means such as commercially available databases that include ownership. When necessary, the Contractor shall make a second visit to the Survivor to verify ownership. In all cases where the Survivor is unable to verify ownership, the inspector shall complete the inspection as an owner, even though ownership has not been proven (recording all damages).”

a. Will FEMA clarify, for performance and quality reasons, what constitutes exhausting all efforts to verify ownership?

Response: Ownership verification includes: Affidavits, mortgage payment books, official records i.e., deed, on line or from a tax office, structural insurance, tax bill or title number for manufactured housing dwellings. In the event none of these sources are available publicly or from the survivor, the inspectors will indicate not verified in the inspection and comment.

b. Does FEMA plan to indemnify contractors who “exhaust” all efforts to verify ownership?

Response: Yes, however validation of accuracy is typically included in the contractor’s quality control monitoring process or procedures.