SOLICITATION_QA_POSTING_10192012.pdf

HOUSING INSPECTION SERVICES

Solicitation HSFE80‐12‐R‐0033 Questions and Responses

(Responses in red)

1 FEMA – Q/A Solicitation HSFE80‐12‐R‐0033 – 10/19/2012 posting

Ref

RFP Reference Question

1 L.11, Subparagraph

2.1.1 Factor 1, QMS

This section provides “b) Provide the continuity of operations plan (CONCOPS) to meet requirement(s)”.

Question 1: Please provide the submission requirements and/or evaluation criteria for this plan.

Offerors to provide their continuity of operations plan in order to meet the performance requirements of the contract. Although the CONCOPS is part of the Quality Management System there is no specific evaluation criteria for the CONCOPS and will not be evaluated for award purposes.

Question 2: A detailed Continuity of Operations Plan may consist of more than 20 pages. We respectfully request that this document be excluded from the page count for this volume. This document will be excluded from the page count for this volume. (See Amendment 3)

2 Section G.2(d) It is the Government’s intent to compete task orders. During the performance of this contract, the Contracting Officer will, to the best of his/her ability, attempt to compete each task order. If at any time the Government determines there is not sufficient time to effectively compete task orders, the Government reserves the right to evenly distribute the task orders consecutively based on the order of ranking during evaluation for the IDIQ contract award and rotate task order awards accordingly.

Question: Is the order of ranking solely determined based on the original proposal submission? Yes. Will the ‘ranking’ evolve with cost/quality performance over the contract life? FEMA will establish the rotation based off the first award and each contractor will fall in subsequent order of rotation.

3 Attachment 1 PWS Section C.6.2

In explanation of Phase-In, it states that contractor employees will be trained within 7 day post award, by FEMA.

Question 1: For purposes of the estimate, where will the location of this event take place? Virginia National Processing Service Center, 430 Market Street, Winchester VA 22603.

4 Attachment 1 PWS Section C.6.8.1.4

Question: In performing Priority Inspections, if the inspector cannot make contact with the owner, will the “No Contact” provisions apply? Yes.

5 Attachment 1 PWS Section C.6.9

This section states that “It is the Contractor’s responsibility to provide all transportation required for this joint QC effort”.

Question: Will all cost associated with this transportation be covered under a cost reimbursable CLIN, including labor, fuel, possible boat or aircraft rental, etc.? Cost shall be in accordance with FAR Part 31. See Other Direct Cost CLIN.

6 Attachment 1 PWS Section C.6.14

This section states “Contract property may be transferred to another Contractor when authorized in the schedule or in specifications within the contract, or as authorized by the Contracting Officer.”

Question 1: According to FEMA’s response to Question #279, all computers will be GFE. When can the incoming contractor(s) expect to receive computers for use in training their inspectors during Phase-In?? Transfer of GFE will begin following contract award.

Question 2: Please provide the process that will used to execute the transfer of property from one contractor to another, recognizing that contractors are responsible for asset management of Government property. The current inventory will be returned to FEMA; then re-assigned/transferred to the new contractor(s).

Question 3: If the contractor has any proprietary information, programs, or data on these tablets, will the contractor be responsible for the removal of this data and if so, be provided time to remove this information? Proprietary data will be wiped by the contractors prior to returning to inventory.

Questions and Responses

2 FEMA – Q/A Solicitation HSFE80‐12‐R‐0033 – 10/19/2012 posting

RFP Reference Question

7 Section G.1 This Section states – “b. Operations (Phase In, Base Year and Options) … Operations monthly invoicing shall not exceed the proposed costs.”

Question: Are the “proposed costs” that set the upper limit those submitted in the TO Plan and its estimate for the Task Order in question? Or are these limits based on the cost proposal submitted with the winning proposals? The maximum CLIN limits will be established during contract award. All allowable costs will be in accordance with FAR Part 31.

8 Section G.2 This Section describes the “Exceptions to Fair Opportunity for Consideration”.

Question: Will all Awardees be advised when any of these Exceptions are authorized? Yes

9 Section I.6 The Section includes the following statement regarding when costs may be reimbursed which appear to be in conflict – “(a) The Government will make payments to the Contractor when requested as work progresses, but (except for small business concerns) not more often than once every 2 weeks…” “(2) Ordinarily within 30 days of the submission of the Contractor's payment request to the Government”

Question: How often may large businesses submit invoices and how often and when will they be paid? Large businesses shall invoice monthly and payments will be in accordance with the Prompt Payment Act.

10 Section L.11.5 This Sections states – “It is anticipated that this solicitation will result in a multiple award Performance Based, Indefinite Delivery/ Indefinite Quantity type contracts with Fixed Price, Cost Reimbursable Task Orders.

Question: What are the minimum and maximum number of awards contemplated? Multiple.

11 Section L.11, Part 2.1.2 c

This Section contains the following requirement to be met at time of proposal submission – “Provides a complete list of all personnel in key positions who have been suitably adjudicated per Security”

Question: Is it possible for someone to be adjudicated during proposal preparation and before contract award? No, FEMA will not process adjudications prior to contract award. If so, how should the submissions be handled? Offerors shall submit their key personnel in accordance with the Solicitation. Please see revision Section L. Volume 2, Factor 2, Staffing Resources, Sub Factor 1, Key Personnel.

12 Section L.11, Subparagraph

2.1.1 Factor 1, QMS

There are numerous detailed procedures, such as the draft QMS and associated quality procedures, that have been requested as part of our submission requirements. Due to the detail required for ISO compliance, these documents cannot be provided in 75-page count restrictions.

Question: We respectfully request that these supporting attachments and deliverables be excluded from the page count for this volume. The page limit for Volume 2 has been revised to one-hundred for technical proposal.

13 Section H.15.5 Question: Can Legal Permanent Residents be certified inspectors? All staff must be US Citizens and comply with the e-Verify process.

14 General Question: Are operating procedures and operating manuals created by the incumbents as requirements under the current and previous contracts considered property of the government? Yes. Will these be provided to new awardees during transition? No.

15 Section H.2 Question: Please verify whether all generalist labor categories require the same level of clearance and background check as inspectors. Yes.

16 Section H.2 and

Section H.4 Question: Quality Control: Please confirm that the method of QC for inspectors is up to the contractor. The QC process shall be in accordance with the contractor’s approach and shall meet all Solicitation requirements.

17 Attachment 4 Question: Please verify that Attachment 4 is complete in regards to the list of deliverables required for transition Attachment 4 has been revised (appended).

Questions and Responses

3 FEMA – Q/A Solicitation HSFE80‐12‐R‐0033 – 10/19/2012 posting

RFP Reference Question

18 PWS Section C.6.9

Question: Please verify that the maximum amount of time it will take FEMA to audit and return results on a contractor’s submitted inspection report will no longer than 180 calendar days. FEMA will return the report in accordance with the PWS.

19 PWS Section C.6.9

Question: Are contractors penalized for delay in submittal of inspection reports in the event FEMA systems are not capable of receiving the inspection data? No. If so, please explain.

20 Section G.2 Question: Please describe the duties and role of a Task Monitor and Contractor data/tools/systems they will need access to. Task Monitor duties are listed in the Solicitation. The contractor data/tools/systems is NEMIS and can only be provided after contractor award and adjudication.

21 Performance Requirement Summary, Requirement Section 1: Quality Management System C.5

This section specifies the use of ISO Recertification Audit results in determining the amount of the 5% annual withholding that may be released and the amount that is forfeited.

The amounts are determined using the number and severity of non-conformances found during the ISO Recertification Audit. The released-or-forfeited determination centers around the numbers of "major" and "minor" non-conformances found in each of "ISO standards four (4) through eight (8)", as evaluated in the audit.

Our understanding of the ISO processes and Recertification Audits include the following features:

a. ISO published processes refer to eight Quality Principals, not standards;

b. ISO Quality Principals include #4 - Process Approach; #5 - Systems Approach; #6 - Encourage Continuous Improvement;

#7 - Factually Based Decision Making; and #8 - Mutually Beneficial Supplier Relationships;

c. ISO audits identify and describe conformances but do not classify them as "major" or "minor"; and

d. ISO standard audits identify and describe conformances but do not specify a response date

Question 1: Please verify the five ISO "clauses" referenced above are to be used in this process. Please refer to Amendment 3.

Question 2: Please define FEMA's proposed analysis and steps to be used in setting the response deadlines. Please refer to Amendment 3.

22 Section B.4 Question 1: Please provide a typical list of specific Disaster related-specific costs for CLIN 0001 through 0008. The government’s requirements are fully identified in the Solicitation.

Question 2: Please provide a typical list of specific recurring costs for CLIN 0001 through 0008. The government’s requirements are fully identified in the Solicitation.

23 Section G.2 The RFP states; “The Contracting Officer has broad discretion in determining which awardee should receive a task order”.

Question: What specific criteria does the CO use to determine award on a task order upon? The Task Order award criteria will be identified with each Task Order Proposal Request.

24 Section M Question 1: Please provide explanation as to how inspection task orders will be evaluated from a cost stand point. Cost will be established during the award of the IDIQ.

Question 2: Please provide a sample task order bid package / costing template for bidding task orders. The Task Order Proposal Request will be issued during Task Order competitions.

25 PWS Section C.1.5

Question: Is the contractor required to purchase or pay for the Automated Construction Estimator software? No. Automated Construction Estimator software will be furnished by FEMA.

Questions and Responses

4 FEMA – Q/A Solicitation HSFE80‐12‐R‐0033 – 10/19/2012 posting

RFP Reference Question

26 PWS Section C.6.2.2 Phase Out

Question 1: Will the Contractor be paid for phase out activity? Contractor is paid for work in open Task Orders until completion of phase in by new contractor. During which contract period will phase out occur? During the Base or Option Year of a new contract award.

Question 2: What are the FEMA-required phase-out activities and deliverables? Current contractors will continue working on open task orders; and delivery of GFE to FEMA.

27 Attachment 7 IHP Inspection Guidelines- Section “Communication With Applicants”

This section states that it may be necessary to utilize alternate methods to ensure clear communication, “Alternative methods may include but are not limited to; language translation call services, interpreter or returning the inspection for reassignment to a compatible speaking inspector.”

Question 1: Please provide historical quantitative data in regards to the types of alternatives methods for communication in relation to the data offered in Attachment 21. Language barriers will be dictated by the demographics of the area of the disaster. FEMA does not track the requested data.

Question 2: Since it is not possible to define the magnitude of these alternate methods, can these be considered outside the fixed pricing and be recovered as a reimbursable cost? Yes. It would be determined as Other Direct Cost.

28 PWS Section C.6.8 Inspection Task Order Performance

This section states “Once the Contractor is put on stand-by for an event, in rare instances FEMA may issue a task order for the Contractor to pre-deploy the inspector cadre planned for that event to a location that can enable a quicker start of the inspection process.”

Question 1: As the mandate from FEMA to pre-deploy occurs before a TOPR is evaluated, is this priced separately as part of a cost-reimbursable CLIN? FEMA intends for Offerors to be innovative and develop an approach that will meet the requirements of the PWS. The Contracting Officer will communicate with the Awardee and determine which CLIN will be used in such cases Question 2: Please provide quantitative historical data on occurrence of these pre-deployments. Last pre-deployment was Hurricane Gustav 2008.

29 Section J Attachment 21

Question: Historically, what is the average time frame to complete the inspections for a given Task Order? Varies based on the type of disaster and the magnitude of damage associated. The offeror shall meet all production requirements as defined in the solicitation.

30 Section J Attachment 21

Question: Historically, what is the average number of inspectors per declaration? Reference Attachment 21

31 Section J Attachment 21

Question: Can FEMA provide the number of task orders executed per year over the past 10 years? Reference Attachment 21

32 Section J Attachment 12

Question: Can FEMA provide a historical numerical average of the GFP (Government Furnished Property) per disaster or task order so as to better gauge the contractor responsibilities for conducting inventories and record keeping? The current contract is a performance based contract and FEMA does not dictate how much GFP is used during a disaster. That is the contractor’s responsibility.

33 Solicitation B.7 Question: Will Task Orders be awarded for the cost reimbursable CLINs on a yearly basis? FEMA intends to award multiple IDIQ contracts. Task Orders will be issued on an as needed basis.

34 Solicitation B.7 Question: When a cost reimbursable CLIN is funded, will it be funded with a NTE amount based on the contractor’s proposed CLIN value for a given year? No. It will be funded based on the negotiated amount for the awarded Task Order. The IDIQ amount is a NTE amount.

35 General How are Contractor safety performance and safety program evaluated? FEMA does not conduct safety inspections. Contractors are required to meet all safety standards established by industry and any applicable clauses.

36 PWS Section J The Contractor shall provide all audit schedules to FEMA once confirmed, enabling FEMA adequate time to participate.

Questions and Responses

5 FEMA – Q/A Solicitation HSFE80‐12‐R‐0033 – 10/19/2012 posting

RFP Reference Question

Page 11 Question: What is considered adequate time? Immediately after confirmation of audit activity.

37 Section E.5

Performance Verification (d)

PWS, C.6.9 Quality Control, specifies that: “As part of their Quality Control and improvement process, the Contractor shall implement an inspection scoring matrix that provides a 0 to 100 scoring system based on the accuracy of the inspection for real and personal property verification, reflect the quality of critical data field entries, and customer service criteria. The scoring will include an aggregate total quantified in dollars of missed, excessive, and incorrect cause of damage using real and personal property line items. Point assignment of error is derived in 50-dollar increments except for automatic correction reasons which will result in a score below the 90 threshold. The Contractor will be provided an annual pricing file for use to determine the scoring system and will adjust their QC program accordingly.

FEMA correction standards (Attachment 10, Automatic FEMA Corrections) provide the Contractor what constitutes an inspection error.

Question: Is a copy of the annual pricing file available (to prepare an inspection scoring matrix as described)? FEMA pricing file contains proprietary information and is not available prior to contractors prior to contract award.

38 H.3 Inspection Task Order Performance

This section specifies that: “The inspector shall capture essential information pertaining to disaster related residential damage and administrative verification components deemed essential during the inspection. The requirements document (Attachment1) Performance Work Statement and (Attachment 7) IHP Inspection Guidelines contain pertinent and relevant instructions for the inspection deliverable.

Question: Is a copy of the Inspection Check List form available? All aspects of the inspection are contained in Attachment 7, Inspection Guidelines.

39 Section B.1 The Contractor is required to perform the work described in “Section C.1, Section J, Attachment 1 Performance Work Statement.” Section C.1 is the Overview of the PWS. Please confirm FEMA’s intent that the Contractor is required to perform all elements of the PWS. Contractor shall meet all the requirements in the solicitation and the PWS (Attachment 1).

40 Section B.7 All services acquired under the contract must be covered by task orders (See Clause I.7).

Question 1: Please clarify whether the costs required to maintain the qualified force of inspectors and the project management office as mandated by the RFP and its attachments are covered under this mandate. Yes. It will be priced based on the offeror’s approach with their costs proposal.

Question 2: Assuming the costs required to maintain the qualified force of inspectors and the project management office are covered by task orders, is it FEMA’s expectation that a task order will be issued upon award to each contractor to cover these costs under CLIN 0005? Task Orders for each CLIN will be awarded on an as needed basis. IF FEMA is required to award a Task Order directly after contract award it will do so.

41 Section E.3 (a) The Contractor is required to “provide all reasonable facilities and assistance ensuring the safety and convenience of the Government’s representatives in the performance of their duties.” Please clarify how and under which CLIN(s) FEMA expects the costs for this support to be covered in the proposals/contracts. The Offeror shall propose cost based on their approach using the listed CLINs in Section B, in accordance with FAR Part 31.

42 Section F.5 The required draft and final report of the CONTRACT CLOSEOUT FINAL REPORT will involve a substantial effort. Please clarify where the costs for this effort are to be covered in the proposal, and if so, under which CLIN they should be included. Other Direct Cost.

43 Section G.1.a Please confirm our assumption that invoices for inspections performed during an individual month may be invoiced monthly, rather than at Task Order Completion. Task Orders are invoiced monthly.

44 Section G.1.b Section B.4 indicates that Operations CLINs will be cost reimbursable, but section G.1.b indicates that “Operations monthly invoicing shall not exceed the proposed costs.” Please clarify the Government’s expectations regarding the reimbursement of costs incurred in excess of the proposed

Questions and Responses

6 FEMA – Q/A Solicitation HSFE80‐12‐R‐0033 – 10/19/2012 posting

RFP Reference Question amounts. Any cost incurred in excess of the proposed amount will be at the risk of the contractor. All cost that is expected to exceed the proposed amount shall be negotiated with the Contracting Officer prior to incurring cost.

45 Section G.2(g)(2.a)

Reference:” Task Order Performance: the Government shall withhold (Ref. QASP) of the total price of each "inspections" task order pending (a) review and verification of the total number of inspections eligible for payment and accepted by FEMA in accordance with Section C.1, Performance Work Statement, (b) completion of the required performance evaluation, and (c) agreement on the incentive/ disincentive percentage to be applied to the fixed per inspection rate (See Section E.5). Withholding is applicable to all task orders. The Contractor's monthly invoice for "inspections" task orders shall include, and itemize, the required (Ref. QASP) for withholding of initial inspections. Following issuance of the "final task order modification" and in response to the Contractor's Final Invoice, the balance of any funds owing to the Contractor will be released for final payment of the task order.”

Question: Please explain the potential amounts that may be withheld of each task order price as per this reference, as well as the processes to release these funds. Reference Amendment 3.

46 Section G.2(g)(3) Reference: “In accordance with performance evaluation requirements specified in Section E.3, other than "standard" performance in critical areas shall result in a determinable percentage increase, or decrease, in the fixed rate per inspection applicable to the number of inspections eligible for payment under an evaluated ask order. In the event a task order is not evaluated, for any reason whatsoever, the Contractor shall be reimbursed at the rate established under the applicable CLIN (See Section B.3).”

Question: Under what circumstances might performance evaluations not be performed by FEMA? FEMA’s decision to not perform a performance evaluation on a task order could prevent the contractor from the contractually promised opportunity to earn performance incentives if the required evaluation is not performed, through no fault of the contractor. It is FEMA intent to evaluate all inspection Task Orders.

47 Section H.2 and Attachment 4, Deliverables

Attachment 4 indicates several deliverables due within the first week, to include the security plan, an inspector training curricula and schedule, and other requirements.

Question 1: Can FEMA reconsider the deliverable schedule, as the offeror will need to incorporate the depth of information that will be discussed at the post-award debrief? Due to the services to be performed FEMA cannot allow more time.

Question 2: In addition, when is the post-award debrief anticipated as it is not specified in the draft RFP? For the record, the post award debrief identified within the RFP is not a debriefing in accordance with FAR Part 15 for a successful or unsuccessful offeror. FEMA intends to conduct a debrief/kickoff meeting immediately after contract award.

48 Section H.11 The second paragraph (second sentence) requires contractors to “pre-authorize and pay all inspector travel expenses incurred to and from the disaster location.” We understand the requirement for pre-authorization”, but we do not understand what the Government expects regarding payment of inspector travel expenses.

Question: Please clarify that it is acceptable for contractors to implement expense reporting systems (much like those used by the Government itself) that will reimburse certain costs incurred by inspectors (to the extent not paid directly by the Contractor) up to maximum allowable specified amounts.

We do not understand this requirement to obligate the Contractor to pay inspectors for travel costs that are not allowable and will not be reimbursed by FEMA under the terms of the contract. Please confirm this interpretation is accurate. All allowable travel costs shall be in accordance with FAR Part 31 and the Federal Travel Regulations, Chief Financial Office Bulletins and Directives.

49 Section H.13 The provisions of Section H.13 refer to the equal sharing of partnering costs.

Questions and Responses

7 FEMA – Q/A Solicitation HSFE80‐12‐R‐0033 – 10/19/2012 posting

RFP Reference Question

Question: Please confirm that this provision applies to equal sharing of costs incurred by the Contractor and that the Contractor is not required to share costs incurred by the Government. H.13 costs sharing for partnering only will be shared equally upon agreement of both parties.

50 Section H.14 Question: If the Government elects to require compliance with higher-level quality standards, this will be a changed condition from the standards of the current contract and the time of contract award that should entitle the Contractor to an equitable adjustment in consideration of the more difficult work it will be required to perform. Please confirm. H.14 is linked to Quality Management System (QMS) requirements. FEMA currently requires the use of ISO 9001. Changes could occur if the ISO council were to revise the standards. If additional costs are required the contractor will negotiate with the Contracting Officer prior to incurring costs.

51 Section H.15 This provision requires the contractor to “follow the established DHS and FEMA policy.”

Question: Please clarify what policies this requirement is intended to cover. DHS and FEMA follow HSPD-12, OMB Guidance M-05-24, and Federal Information Processing Standards Publication (FIPS PUB) Number 201. See I.3 Clause 52.204-9.

52 Clause I.24 Please clarify the intended interpretation and application of Subparagraphs 6 and 7. We understand that all data, records, and electronic information systems prepared for submission to the Government are owned by the Government. However, absent a clear definition of the terms “data” and “records”, this provision appears to be overbroad. The Contractor will necessarily create internal financial and other contract related documentation that will be confidential information owned by the Contractor. To the extent provided in the applicable Audit provisions of the Contractor, the Government will have the right to inspect such information, but it will not own the rights to such information. To the extent that a Contractor creates electronic information systems at its own expense that are used, in whole or in part, to perform work relating to the Contract, the Government does not have the right to ownership of these systems or to the documentation relating to them.

Question: Please clarify the Government’s intent. I.24 does not have a Subparagraph 6 and 7.

53 Clause I.24 Question: Please clarify that Subparagraph 9 applies only to documents/records that are owned by the Government. I.24 does not have a Subparagraph 9.

54 Section L.4 Request reconsideration of inclusion of FAR 52.222-46. In accordance with FAR 22.1103, this clause should be inserted “in solicitations for negotiated service contracts when … the service to be provided will require meaningful numbers of professional employees. A professional employee is defined in FAR 22.1102 as “any person meeting the definition of ‘employee employed in a bona fide … professional capacity’ given in 29 CFR 541…. Examples of these professions include accountancy, actuarial computation, architecture, dentistry, engineering, law, medicine, nursing, pharmacy, the sciences ….”

Question: Please provide the basis for inclusion of this FAR clause in the contract. FEMA will consider.

55 Section L.11 Offerors are required to include an Organizational Conflict of Interest Plan in Volume I.

Question: Please clarify the relevant time period for past interests that should be disclosed if they may have relevance on an existing or potential organizational conflict of interest. Organizational Conflict Of Interest is defined at H.10 of the solicitation. In accordance with 18 US Code 207, two years.

56 Section L.11 Factor 2/Sub-Factor 2, subparagraph (a) states: “Vendor acknowledges in their proposal the concept that FEMA will reimburse travel for inspector training and will establish a process to request reimbursement of travel, however, is a conceptual plan and may exclude steps to accomplish the process….” This language appears incomplete and is ambiguous.

Questions and Responses

8 FEMA – Q/A Solicitation HSFE80‐12‐R‐0033 – 10/19/2012 posting

RFP Reference Question

Question: Please clarify. The solicitation is clear and request that the offeror submit the requirements at Section L.11, Factor 2, Sub-Factor 2, (a-l).

57 Section L.11 Pertinent Business Credentials shall include “Appropriate State Corporation offices to demonstrate standing in good faith.”

Question: Please explain what “standing in good faith” is intended to mean. FEMA intends for potential contractors to be in compliance with FAR Subpart 9.1 -- Responsible Prospective Contractors.

58 Section M Question: Will the location of contractor’s readiness organizational offices and/or warehouses be scored in the technical evaluation criteria of either contract award and/or Task Order award? No.

59 Section B.7 Question: Will cost reimbursable CLINs that are funded via Task Orders be competed on a recurring or annual basis? No.

60 Attachment 17 Question: How is the contractor to provide Disaster Specific Costs without having a representative disaster to price against? The vendor should determine which cost should be associated to disasters in their proposal utilizing your research and the historical information provided within the solicitation. The plug number of inspections has been provided.

Can the government provide a representative disaster for award evaluation purposes? Reference Attachment 21 HIS History.

61 Attachment 1 PWS Section C.6.8.3

Question: If an inspection is assigned where the survivor is determined to be a nonqualified individual, i.e. undocumented alien, what procedures should the contractor follow? Reference the Inspection Guidelines Attachment 7 Should this be managed as a “No Contact” inspection? Reference the Inspection Guidelines Attachment 7

62 Section B and Section L

Question: Please clarify the numbering standards for CLINs within these two sections, in particular Paragraph 5.3 of Section L.11. Reference Amendment 3.

63 Section H.15.5 Question: Is ACE software on inspector tablets considered to be within the firewall of FEMA? ACE is communicated to a server outside the firewall and picked up from a server inside the firewall.

64 Attachment 17 Question: Please provide a key as to what each color means in Attachment 17. Select the Instruction worksheet for key colors listed in Attachment 17.

65 RFP HSFE80-12-

R-0033 Section L

– Cost Volume

5.1.1 sub section

5.1 & 5.2

References to CLIN Numbers for both fixed and cost reimbursable efforts do not appear to match the same numbering system in Attachment 17 or B.4 of the HSFE80-12-R-0033.

Question: Please reconcile. Reference Amendment 3.

66 Section H.7 What kind of contract employees, individuals, and subcontractors will require access to DHS/FEMA Facilities, PII and SBU information? All employees subject to perform under the potential contract.

67 Section I.29 This section provides "Upon the Contracting Officer's request, the Contractor's employees shall be fingerprinted."

Who is doing the fingerprinting? Fluor, FEMA, or someone else? FEMA contractor, Eid Passport. What type(s) of fingerprinting will be accepted (ink, electronic)? Fingerprinting will be handled by FEMA.

Is this done only during adjudication sessions, or can it be done at other times and places, as well? Yes. The HIS contractor will coordinate with FEMA to schedule registration events.

68 Section L-14 In Section L, 5.1 and 5.2, the RFP refers to CLIN numbers beyond #08. Please define what these CLINS refer to, as there are only eight (8) CLINS in Attachment 17. Reference Amendment 3.

Questions and Responses

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RFP Reference Question

69 Wage Determination Attachment

What wage determination does FEMA wish the contractors to use in pricing the different levels of inspectors? Reference Attachment 23.

70 Wage Determination Attachment

The Occupation Titled Housing Inspector is not included in Attachment 23 National Wage Determinations. Can the government furnish the wage determination for the Occupation Titled Housing Inspector? Corrected.

71 Section H-5 Describe the difference between a Generalist III and an inspector proposed in the fixed rate found in CLIN 2 (Inspections). Attachment 17 has been revised (appended).

72 Attachment 17 The number of inspections in the PDF version and the “live model” are different for Option Years 1, 2, 3, and 4. Please confirm the number of inspections the Government wants the offeror to price. Attachment 17 has been revised (appended).

73 Section H.4

This section provides “The contractor shall Quality Control each inspector for each inspection task order. The Contractor shall rate each QC inspection in accordance with their approved QMS on each Task Order. The quantity of QC inspections shall be determined by the contractor’s QMS designed to promote quality improvement as well as a QC process that will provide a quality product from each inspector.”

This is a change from the mandatory 3% in past contracts. Does the contractor have the right to reduce or increase this percentage based on inspector performance? The contractor has the option to propose how they will QC their inspectors’ work.

74 Factor 2, Technical Proposal

The RFP states “b) The percentage of work per verification method (i.e. Field QC, Contractor Review or post-submission ad-hoc review “

Is the percentage of verifications done through the Contractor’s Host Review at the discretion of the Contractor? Yes.

75 PRS matrix or

QASP

The customer survey results for someone indicating they have no opinion is rated at 3.8. The passing score is 4.5.

Can FEMA consider a no opinion rating at 4.5 so as to not disincentivize the contractor? FEMA revised Attachment 15 PRS Matrix to reflect the change (appended).

76 PRS matrix or

QASP

No contact inspections can sometimes be turned into contacts after 5 days but well before the 14 days.

Do No contact inspections with contact after 5 days be considered as No Contacts counting against the No Contact percentage or completed inspections and count against the 5 day clock? Aging for No Contacts within the 5 days do not count against the 5 day clock.

77 PWS C.5 QMS

Requirements

The PWS provides that “FEMA will provide an audit plan prior to the audits. Nonconformities discovered during the audits will be provided to the Contractor. FEMA will provide findings in writing to the Contractor. Internal audits will be performed by the Contractor as part of the Internal Audit Process and have their own schedule based on needs as determined by the contractor to effectively manage and improve it. FEMA has also asked to accompany the Contractor on their internal audits.”

Question: Are these audits by FEMA separate from the Internal Audits by the contractor and does the contractor have the right to accompany FEMA?

FEMA audits will be separate from the contractor’s external third party audit. Yes, the contractor will be allowed and is encouraged to accompany

FEMA.

78 Volume 3 Quality Management Systems Manual

The RFP states that the written Quality Management System Manual shall not exceed 30 pages. The Quality Manual System Draft shall show:

3.1 Scope of the Quality Management System

3.2 Quality Management System procedures or reference to them

Questions and Responses

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RFP Reference Question

3.3 Description of the interaction between Quality Management System processes

Question: Please confirm that this is the Quality System Manual, not the QMS? Yes. Quality Manual is not to exceed 30 pages.

79 Attachment 4, Deliverables C.9

The RFP in Factor 1/Subfactor 4 request inclusion of the following: “G)Corrective action procedures and timeline for taking corrective action when errors are identified i.e., per inspection and overall disaster trends identified; and H) Preventive action procedures including timeline for implementing preventive measures and monitoring of the effectiveness;”

Please confirm that these requirements also fall under the Quality Control plan. Correct, corrective action procedures should be identified in the QC plan

80 PWS: C.6.4

Staffing

This section provides that “The Contractor shall include in their Quality Manual an inspector and Contractor staff readiness initiative.”

Please clarify that the Quality Manual in Volume 3, not the QMS in Factor 1, is to include the Readiness plans? The Readiness Plan is to be included in Volume 2. See solicitation, Factor 2 Staffing Resources, Sub-Factor 2 Inspector Staffing.

81 PWS C.6.9 “FEMA will maintain the right to approve the Contractors Quality Control program.”

Question: Is FEMA approval a point in time or a continuing process? If it is a point in time at what point can FEMA approval be expected? During performance of the first Task Order.

82 PWS C.6.9 “FEMA further reserves the rights to independently perform Quality Control inspections at anytime.”

Question 1: Does FEMA intend to hire a third party QC organization as a means to perform independent QC inspections? FEMA does not hire a third party inspector but reserve the right to do so. FEMA intend to use in-house QC inspectors who will deploy to the field.

Question 2: Should discrepancies be found, will contractor(s) have a right or opportunity for rebuttal/reimbursements? FEMA expects concurrence to meet immediately following the QC inspection.

83 PWS C.6.12.1.3 “ QC Teams to meet the demand of the volume and flow of new inspection assignments”.

Question: Does FEMA have a baseline or recommended ratio of QC inspectors to initial inspectors or QC inspections to initial inspections or are these ratios solely determined by the judgment of the contractor? Proposed by the contractor and accepted by FEMA after evaluation.

84 FAR Clause 16.302

FAR Clause 16.302 , Cost Contracts, states: "(b) Application. A cost contract may be appropriate for research and development work, particularly with nonprofit educational institutions or other nonprofit organizations. "

Question: Please describe relevance of this clause to the contract given that neither educational institutions nor nonprofit organizations will be bidding and this contract does not pertain to R&D. FEMA intends to award a hybrid contract of Firm Fixed Price and Cost CLINS.

85 Section E-2 Page E-4, provides “(d) During the Phase -In period, the contractor shall present to FEMA the percentage matrix that will be applied for performance incentives, dis-incentives and QMS retainer percentages. FEMA reserves the right to negotiate and approve these percentages and retainers presented for reasonableness and effectiveness. These percentages and retainers shall be in effect for the remainder of Base Period as well as the

Questions and Responses

11 FEMA – Q/A Solicitation HSFE80‐12‐R‐0033 – 10/19/2012 posting

RFP Reference Question option years.”

Page E-2, provides “The QASP captures surveillance results for stated thresholds and objectives. FEMA has included a scoring matrix for key performance areas. The offeror may during the proposal stage disclose to FEMA adjustments to the Task Order Performance matrix while meeting or exceeding stated thresholds and objectives if found a better value to FEMA. During the evaluation process, FEMA may accept in part or in whole if a more effective approach is recommended by the offeror. FEMA may reject in part or in whole if a lesser intended value is determined.”

Our understanding after reading these requirements is that the contractor has to propose adjustments to Attachment 15. Please clarify that this is the same deliverable and whether the submission period is the proposal phase or during phase-in. Reference revised Attachment 15.

85 Attachment 17 Tab CPFF CLINS ODC does not have a specific breakdown disaster specific versus the recurring costs, while the summary sheet does.

Question: Please revise the attachment 17 tab CPFF CLINS ODCs to accommodate the breakdown of disaster and recurring costs to feed the summary sheet. Attachment 17 was revised.

October 15, 2012

FEMA

HOUSING INSPECTION SERVICES (HIS)

FY2012

Solicitation #: HSFE80-12-R-0033

Performance Work Statement

PROCUREMENT SENSITIVE

Attachment 1

SECTION J, ATTACHMENT 1

This page was intentionally left blank.

Table of Contents

C.1 OVERVIEW

C.2 PURPOSE

C.3 BACKGROUND AND APPROACH

C.4 ACRONYMNS AND DEFINITIONS

C.5 QUALITY MANAGEMENT SYSTEM REQUIREMENTS

C.6 PROGRAM MANAGEMENT CRITICAL COMPONENTS

C.6.1 POST AWARD DE-BRIEF

C.6.2 TRANSITION

C.6.2.1 PHASE IN

C.6.2.2 PHASE OUT

C.6.3 OPERATIONS REQUIREMENTS

C.6.4 KEY PERSONNEL AND INSPECTOR STAFFING

C.6.4.1 STAFFING/EMPLOYMENT ELIGIBILITY

C.6.5 CUSTOMER SERVICE

C.6.6 PAY FOR PERFORMANCE

C.6.7 COMMITMENT & COMMUNICATIONS

C.6.8 INSPECTION TASK ORDER PERFORMANCE

C.6.8.1 INITIAL INSPECTIONS AND APPEAL INSPECTIONS

C.6.8.1.1 WITHDRAWN INSPECTIONS

C.6.8.1.2 NO CONTACT INSPECTIONS

C.6.8.1.3 NO ENTRY/INACCESSIBLE INSPECTIONS

C.6.8.1.4 PRIORITY INSPECTIONS

C.6.8.2 SHELTER INSPECTIONS

C.6.8.3 SITE INSPECTIONS

C.6.8.4 SWEEP INSPECTIONS

C.6.8.5 REQUIRED DOCUMENTATION

C.6.8.5.1 FEMA Form 009-0-3 (English) and 009-0-4 (Spanish) Declaration and Release Form (Attachment 9A and 9B)

C.6.8.5.2 FEMA INTRODUCTORY LETTER

C.6.8.5.3 OWNERSHIP VERIFICATION

C.6.8.5.4 OCCUPANCY VERIFICATION

C.6.8.5.5 PHOTOGRAPHS

C.6.9 QUALITY CONTROL

C.6.9.1 INSPECTION CORRECTIONS

C.6.10 TECHNICAL ASSISTANCE

C.6.11 MANDATORY PERFORMANCE REQUIREMENTS

C.6.11.1 PRODUCTION

C.6.11.2 INSPECTION AGING

C.6.12 REPORTS OF WORK

C.6.12.1 INITIAL OPERATIONAL REPORT

C.6.12.1.1 DISASTER SPECIFIC

C.6.12.1.2 PURPOSE

C.6.12.1.3 CONTENT

C.6.12.2 OPERATIONAL REPORT

C.6.12.2.1 PRODUCTION UPDATE:

C.6.12.2.2 OPERATIONAL UPDATE:

C.6.12.2.3 CUSTOMER SERVICE

C.6.12.3 FINAL OPERATIONAL REPORT

C.6.12.4 YEAR END MANAGEMENT REPORT

C.6.12.4.1 REPORT CONTENT:

C.6.12.5 SURGE EVENT REPORTS (Incremental Operations Reports)

C.6.13 PROJECT COMPLETION

C.6.14 GOVERNMENT FURNISHED PROPERTY AND CONTRACTOR ACQUIRED PROPERTY

C.6.15 FEMA ENTERPRISE EQUIPMENT/SYSTEM REQUIREMENTS

C.1 OVERVIEW

C.1.1 The Federal Emergency Management Agency (FEMA) is authorized to provide Disaster Relief and Emergency Assistance to survivors during recovery of disasters and emergencies.

The Recovery Directorate mission is to support individuals and communities affected by disasters of all sizes, including catastrophic events and terrorist attacks, in their efforts to recover. To ensure that individuals and families who have been affected by disasters have access to the full range of FEMA programs in a timely manner with the best possible level of service. The Housing Inspection Services contracts provide the basis for grant assistance to disaster survivors. The contracts receive extensive visibility from the highest level of Federal, State, and local Governments, and are continually in the public media.

C.1.2 A Presidential disaster declaration occurs after a sequence of events, beginning with the disaster incident. Following the incident, if the recovery requirement exceeds local and State or U.S. Territory resources, the State’s Governor may request a Preliminary Damage Assessment (PDA), which will be forwarded to FEMA headquarters along with a formal request for a presidential declaration.

FEMA’s recommendations are sent to the President for approval. If a declaration occurs, a Federal Coordinating Officer (FCO) is assigned to the disaster, and a Joint Field Office (JFO) is established to coordinate recovery efforts.

C.1.3 Survivors are instructed to apply for assistance by dialing a toll free number (1-800-621-3362) or on line at WWW.DisasterAssistance.GOV. They may visit a Disaster Recovery Center (DRC) and use a phone bank or a computer to register for assistance.

C.1.4 FEMA uses special purpose software, currently the National Emergency

Management Information System (NEMIS), for processing applications. The majority of applications requiring an inspection are automatically routed to the Contractor using system business rules. NEMIS “virtual processing” allows work to be assigned, reviewed and approved from any work station via a secure VPN connection and dual factor authentication to the NEMIS network. This “virtual processing” capability allows flexibility in the location utilized for assignment and coordination of inspection activity. Assignment of work will be the responsibility of the Contractor.

C.1.5 Automated Construction Estimator (ACE) is software developed by FEMA and currently used by the Contractors to perform residential damage inspections in the field.

C.2 PURPOSE

C.2.1 FEMA anticipates awarding multiple Housing Inspection Services contracts.

Multiple Contractors may be required to respond to the same disaster(s) as needed and required by DHS-FEMA. These contracts support the FEMA Individual Housing Program (IHP) by providing for the collection and reporting of information gathered by on-site inspection and verification or by other means approved by FEMA (e.g. inspector manned phone banks, aerial imagery, or tax data). FEMA and the States determine the type and amount of disaster assistance based on this information. The data collected includes but is not limited to:

the extent of real property damage to the home;

how the habitability of the home has been affected;

verification of ownership, occupancy and insurance information;

the extent of damages to personal property and vehicles;

photos of residential damage;

information regarding other disaster expenses and needs;

multi-family and private road and bridge access issues;

Mobile home site inspections, pre-placement interviews, and post-disaster assessments. This work is primarily to verify that a property is suitable for a temporary disaster housing unit such as manufactured home, mobile home, travel trailer, and/or other readily fabricated housing; and verification of placement.

C.3 BACKGROUND and APPROACH

The Post Katrina Emergency Management Reform Act (PKEMRA) of 2006, Title VI – National Emergency Management, Subtitle B – Personnel Provisions, Chapter 1 – Federal Emergency Management Personnel, Section 621 Workforce Development, Sub Section 10102 Strategic Human Capital Plan requires FEMA to have a human capital strategy to ensure that FEMA has a workforce of appropriate size and with appropriate skills and training to carry out FEMA’s mission. Section 624 Surge Capacity Force requires FEMA to establish and implement a Surge Capacity Force for deployment of individuals to natural disasters, acts of terrorism and other man-made disasters including catastrophic incidents. The Surge Capacity Force should be trained and deployed under the authorities set forth in the Stafford Act. As such, the Contractor’s proposals of staffing to include inspector staffing are designed to fulfill Section 624 for this work activity.

In today’s environment, FEMA has established rigid timelines for customer contact, reporting survivor status, residential damage inspection and reporting. The Contractor shall adopt a business model and philosophy that will provide FEMA a robust inspector work force, a Quality Management System (QMS) that identifies the quality policy, quality goals and objectives to perform the requirements identified in this Performance Work Statement (PWS) and provide the deliverables (Attachment 4) for this contract.

C.4 ACRONYMNS AND DEFINITIONS

ACE – Automated Construction Estimator – The field software currently used to complete inspections under IHP.

Applicant Services – National Processing Service Center (NPSC) sections responsible for both Registration Intake and Helpline functions.

Catastrophic Event – Any natural disaster, act of terrorism, or other man-made disaster that result in extraordinary levels of casualties, damage or disruption severely affecting the population.

CMHIS – Contract Management and Housing Inspection Services (CMHIS) section provides oversight, performance monitoring, quality surveillance, and management of equipment, service, and residential damage inspection contract(s) awarded by the Government.

CO – Contracting Officer –Presides over the bid opening, reviews pertinent facts about each bid (including price, terms, free on board (FOB) point, etc.). After subsequent analysis and evaluation, the Contracting Officer will award the contract (s) to the responsive and responsible bidder. Responsible for administering the contract, including the resolution of disputes and protests, and terminating and/or closing out the contract.

CONUS – Continental United States.

COR – Contracting Officer Representative – A program office official who is designated by the Contracting Officer to assist in administering specific aspects (such as technical aspects) of the contract.

CS – Contract Specialist – The Contracting Officer may have several Contract

Specialists. They will often be responsible for negotiating with offerors. Often, the only distinction between the Contracting Officer and the Contract Specialist is actual contracting authority. The Contracting Officer must sign the contractual documents and, therefore, has final responsibility for the contract process and performance.

Double Damage – Applies to any dwelling that had damage from a previous Federal

Declaration within 12 months of the current disaster incident date and is occupied by the same Survivor as the previous disaster.

DRC – Disaster Recovery Center – An office established in areas directly affected by the disaster to facilitate direct interaction between FEMA and the Survivor.

FCO – Federal Coordinating Officer – The Disaster Recovery Manager responsible for all field operations for a particular disaster.

HA – Housing Assistance – Assistance administered by FEMA through IHP. It provides for individuals and households displaced from their pre-disaster residences, and/or whose pre-disaster residences are rendered uninhabitable who are underinsured or who have no insurance to provide for their housing needs.

HRR – Habitability Repairs Required…