SOLICITATION_QA_POSTING_10232012.pdf

1 FEMA – Q/A Solicitation HSFE80‐12‐R‐0033 – 10/23/2012 posting

HOUSING INSPECTION SERVICES

Questions and Responses

Solicitation HSFE80‐12‐R‐0033

1. General The Q&A published by FEMA included answers that could affect how offerors respond to the final solicitation.

Would FEMA please confirm that the previous Q&A is incorporated into this solicitation?

Response: The solicitation has been updated to capture responses to Q&A’s of the presolicitation. Q&A’s from the presolicitation are not incorporated into this solicitation.

2. Section B, B‐4 CONSIDERATION AND PAYMENT, CLIN 004 TECHNICAL ASSISTANCE, pages B‐2, B‐3, and B‐4 The labor rate for Generalist II has been removed. Would the FEMA please confirm that Generalist ll was intentionally removed?

Response: The Generalist II labor category was intentionally removed.

3. Section B, B‐4 CONSIDERATION AND PAYMENT, CLINS 1, 5, 6 and 7, pages B‐2, B‐3, and B‐4 and Attachment 17

CLIN 1, 5, 6, and 7 are labeled as Cost Reimbursable in this section while in Attachment 17, the tabs for these areas are labeled as cost plus fixed fee (CPFF).

Response: The occurrence of CPFF is in error. Section B.4 or Attachment 17 has been revised.

4. Section B, B.7 ISSUING TASK ORDERS, page B‐5 Reference is made to Section H.14, Higher‐level Contract Quality Requirements. Would the Government please explain this reference?

Response: 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.

5. Section E, E.5 PERFORMANCE VERIFICATION, (b), page E‐3 A QMS audit is to be conducted by an independent third party auditor. The fee for an auditor could exceed $10,000 per year. Is the fee for the QMS auditor an allowable ODC?

Response: Yes

6. Section E, E.5 PERFORMANCE VERIFICATION, (d), page E‐4 , Section G, G.2 ORDERING PROCEDURES, (g), (2.b), page G‐3 and Attachment 2, Performance Requirement Summary, III. PERFORMANCE REQUIREMENT SUMMARY, Requirement Section 1: Quality Management Systems C.5, pages 4‐5 of 16

Section E, E.5 PERFORMANCE VERIFICATION, (d), states that “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.”

Section G, G.2, (g), (2.b) states “FEMA shall withhold a five (5%) percent retainer from the Operations Cost Reimbursable CLINs per year.” Attachment 2, Requirement Section 1: Quality Management Systems C.5 states that FEMA “shall withhold a 1% retainer for each from the contract cost per year” and that the contractor’s monthly invoice for contract costs shall include the required 5% deduction for withholding.”

The Q&A indicated that offerors were to propose an incentive/disincentive schedule in its proposal, but the final solicitation requests this document during Phase‐in. Would the Government please confirm that the contractor is

2 FEMA – Q/A Solicitation HSFE80‐12‐R‐0033 – 10/23/2012 posting to present the percentage matrix that will be applied for performance incentives, disincentives and QMS retainer percentages during the phase‐in period?

Response: The matrix provided is FEMA’s benchmark matrix which is subject to change if the contractors proposed matrix is of better value to the Government. The contractor should present the Performance Verification percentage matrix for performance incentives, dis‐incentives and QMS retainer (for not meeting thresholds) during the phase in. QMS withholding has been established for ISO standards.

7. Section F, F.2 TERM OF CONTRACT, page F‐1 The term of contract clause does not provide the base and option year periods. Would the Government please provide this information?

Response: See Section B4.

8. Section H, H.2 TRANSITION, page H‐1 The solicitation states that “if an incumbent contractor receives a contract award, it will not be eligible to receive any transition payment.” However, Section B provides a CLIN for transition and Questions 77‐78 state that an incumbent may use Phase‐in CLIN – CLIN 0001 for such costs. Would the Government please confirm that incumbents are eligible for transition payments?

Response: Incumbents may use CLIN 0001. Offerors are eligible for transition payments, and Offerors may invoice monthly. (See Section B.7 Issuing Task Orders Revision).

9. Section H. H.4 QUALITY CONTROL, page H‐2 There appears to be a word missing from the statement “The contractor shall Quality Control each inspector for each inspection task order.” We assume that this sentence should state that “the contractor shall perform quality control on each inspector for each inspection task order.” Is this correct?

Response: Correct

10. Section H, H.5 TECHNICAL ASSISTANCE GENERALIST LABOR CATEGORY DESCRIPTIONS, page H‐2 Technical assistance includes photo grid mapping. However, this assistance is not described in the Generalist labor rates provided in this section. A) Would the Government please provide a description of the photo grid mapping task? B) Under which Generalist category should a contractor price this task?

Response: A) This will be unique to the event and will require separate proposals once a task is defined. B) The offeror shall determine which labor category they will use for this task in their proposal

11. Section H, H.5 TECHNICAL ASSISTANCE GENERALIST LABOR CATEGORY DESCRIPTIONS, page H‐2 Are the Generalist rates to be used only for a technical assistance task order?

Response: The offeror may determine where they will use the generalist class in their proposal.

12. Section H, H.5 TECHNICAL ASSISTANCE GENERALIST LABOR CATEGORY DESCRIPTIONS, page H‐2 This sections states that the “Technical Assistance Task Staffing are broken down into three (3) Generalist labor rates,” but only two labor rates are described. Would the Government please clarify the number and descriptions of the Generalist labor categories? Response: Generalist 2 labor category has been removed

13. Section H, H.5 TECHNICAL ASSISTANCE GENERALIST LABOR CATEGORY DESCRIPTIONS, page H‐2

H.5 Technical Assistance Generalist Labor Category Descriptions references the Generalist 3 category and duties. Do these apply only to technical assistance or do they also refer to pricing the FFP inspection cost?

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Response: Offerors will determine where and how they will use the generalist labor category in accordance with their approach.

14. Section H, H.11 EMPLOYEE/INDEPENDENT CONTRACTORS and INSPECTOR COMPENSATION, page H‐4

Will all non‐professional office personnel be subject to the appropriate Service Contract Act Rate (SCA)?

Response: Yes, all non‐professional office personnel will be subject to the appropriate SCA Rate

15. Section H, H.11 EMPLOYEE/INDEPENDENT CONTRACTORS and INSPECTOR COMPENSATION, page H‐4 Will FEMA provide an SCA labor rate determination for inspectors?

Response: Yes, Wage Determination No.: 2000‐0127, Revision No. 17 (appended)

16. Section H, H.11 EMPLOYEE/INDEPENDENT CONTRACTORS and INSPECTOR COMPENSATION, page H‐4 If the contractor must apply for an inspector rate that was not published in Attachment 23 and the new rate for inspectors is supplied at a later date by the Department of Labor (DOL) and it is higher than the rate proposed by the contractor will FEMA allow the contractor to adjust their rate up to match the DOL labor rate?

Response: Wage Determination No.: 2000‐0127, Revision No. 17 is available.

17. I.13 52.222‐2 Payment for Overtime Premiums (a), page I‐18 Is overtime work performed by residential inspectors reimbursable by FEMA at time and one‐half of the hourly rate provided by the Wage Determination issued by the Department of Labor?

Response: No. The inspectors’ costs will be included in the offerors fully loaded rate for the Inspection CLIN which is a FFP type CLIN.

18. I.13 52.222‐2 Payment for overtime Premiums (a), page I‐18 Is that premium payment (time and one‐half of the hourly rate set forth in the Wage Determination) reimbursable as direct labor and indirect burdens?

Response: Offerors shall follow FAR Part 31, SCA, and FLSA while preparing costs proposals.

19. I.16 52.222‐49 SERVICE CONTRACT ACT ‐ PLACE OF PERFORMANCE UNKNOWN (MAY 1989), page I‐20 and H.11 EMPLOYEE/INDEPENDENT CONTRACTORS and INSPECTOR COMPENSATION, page H‐4

Is the selected contractor required to provide healthcare benefits to inspectors under the Affordable Care Act (ACA), notwithstanding that the solicitation requires that inspectors receive health benefits or a designated cash payment in lieu of such benefits under the Service Contract Act (SCA)?

Response: The successful offeror shall adhere to the Health and Welfare requirements of the specific Wage Determination and the SCA.

20. I.16 52.222‐49 SERVICE CONTRACT ACT ‐ PLACE OF PERFORMANCE UNKNOWN (MAY 1989), page I‐20

If the solicitation does not excuse contractors from complying with ACA (in addition to the health and welfare obligation imposed by the Wage Determination under the SCA), won’t there be a double‐charge to the contractors?

Response: See response to Question Number 18.

21. I.16 52.222‐49 SERVICE CONTRACT ACT ‐ PLACE OF PERFORMANCE UNKNOWN (MAY 1989), page I‐20

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ACA requirements have not been fully determined by HHS; please confirm that increased requirements resulting from future action of the federal government would be a basis for renegotiation of the cost as is normally the case?

Response: See No. 18

22. I.16 52.222‐49 SERVICE CONTRACT ACT ‐ PLACE OF PERFORMANCE UNKNOWN (MAY 1989), page I‐20

Inspectors will render services for hours worked or per inspection, often on an infrequent basis. None is assured any number of assignments or inspections. There may be periods of significant assignment activity and other periods where there is little or none.

a. How should the employer determine paid time off entitlement to satisfy the Wage Determination?

b. Can this be done on a “look back” basis at year’s end?

c. If so, how many hours must have been worked to earn paid time off pursuant to the Wage Determination, and how must the paid time off be computed?

Response: Refer to “Vacation” on Wage Determinations provided.

23. Section L, L.11 INSTRUCTIONS FOR PREPARATION OF PROPOSAL, page L‐6 A reference is made to Mobile Adjudication Events (MAE). Would the Government please provide instructions on how to complete this documentation in Attachment 17?

Response: Mobile Registration Event sample is contained in Att. 17. The offeror should propose their strategy on meeting the adjudicating processes for their inspection cadre.

24. Section L, L.11 INSTRUCTIONS FOR PREPARATION OF PROPOSAL, Item 6, page L‐6 Do inspectors who have been favorably adjudicated need to be re‐adjudicated under this contract?

If yes, when will the re‐adjudication(s) take place?

Response: Everyone will be processed through the service provider however any contractor/contractor employee currently performing on one of the FEMA HIS contracts who has a completed background investigation, even if processed at a level below the OPM requirement, will be allowed to continue performing with the understanding that there will come a point in time where the individual will have to participate in the process to bring them into a full compliance status at the appropriate level. This will facilitate continued service in the event of a Disaster Declaration as well as allowing FEMA Inspections Service and the Service Provider to concentrate on the vetting of new contract employees upon award of the new contract.

25. Section L, L.11 INSTRUCTIONS FOR PREPARATION OF PROPOSAL, Item 6, page L‐6 Would the Government please provide the minimum and maximum number of hours for an “adjudication event”?

Response: The minimum and maximum of hours for an adjudication event will be dependent on the number of individuals attending the event.

26. Section L, L.11 INSTRUCTIONS FOR PREPARATION OF PROPOSAL, Item 6, page L‐6 At a maximum 15‐person capacity per session, is FEMA prepared to conduct over 234 events during phase‐in per contractor to adjudicate 3,500 inspectors?

Response: 15 is not a maximum number; reference Att. 17 Registration Event Sample, number of potential Staff‐inspector cadre attending the event.

27. Section L, L.11 INSTRUCTIONS FOR PREPARATION OF PROPOSAL, Item 6, page L‐6 Will the Government be able to accommodate contractors in re‐adjudicating approximately 8,000 currently e‐QIP favorable inspectors?

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Response: E‐QIP favorable contractors will be allowed to continue performing with the understanding that there will come a point in time where the individual will have to participate in the process to bring them into a full compliance status at the appropriate level.

28. Section L, L.11 INSTRUCTIONS FOR PREPARATION OF PROPOSAL, VOLUME FORMAT, 1.1.2 and 1.2, page L‐7

Paragraph 1.1.2 states that offerors are to provide either a statement of compliance with the solicitation or “a detailed analysis of any objections, exceptions, or contingencies to the terms of the solicitation,” while paragraph

1.2 states that the “completion and submission to the government of [Section A through K] shall indicate the offeror’s unconditional consent to the terms and conditions of the RFP. Objections to any of the terms and conditions of this RFP may be considered by the government to be unacceptable.” Would the Government please clarify whether any “objections, exceptions, or contingencies” presented in the cover letter will result in a rejection of the offer?

Response: All Offerors shall fully comply with the requirements of the RFP to be considered responsive.

Objections, exceptions, or contingencies presented in the cover letter may result in a rejection of the offer if the Offeror fail to meet all requirements within the RFP.

29. Section L, L.11 INSTRUCTIONS FOR PREPARATION OF PROPOSAL, VOLUME FORMAT, 1.1.2 and 1.2, page L‐7

Paragraph 1.1.2 states that offerors are to provide either a statement of compliance with the solicitation or “a detailed analysis of any objections, exceptions, or contingencies to the terms of the solicitation,” while paragraph

1.2 states that the “completion and submission to the government of [Section A through K] shall indicate the offeror’s unconditional consent to the terms and conditions of the RFP. Objections to any of the terms and conditions of this RFP may be considered by the government to be unacceptable.” If it is permitted to provide “objections, exceptions, and contingencies,” would FEMA remove this from the three‐page limit for the cover letter as the “detailed analysis” could require more than the three‐page limit.

Response: The three‐page limit will remain, no consideration given.

30. Section L, L.11 INSTRUCTIONS FOR PREPARATION OF PROPOSAL, pages L‐8 and L‐13 It is common practice to use elements within a graphic that are less than 10 point font, in keeping with this practice, would FEMA also allow smaller font sizes to be used within graphic elements (charts, tables, call‐out boxes, etc.) in each volume as long as they are readable?

Response: Smaller legible fonts are allowable in graphic elements as described above.

31. Section L, L.11 INSTRUCTIONS FOR PREPARATION OF PROPOSAL, 2.1.1, Factor 1/Sub‐Factor 5 Mandatory Performance Capabilities, page L‐10

Offerors are instructed to “disclose their approach to meeting all performance thresholds not previously included in this sub‐factor.” It is unclear how offerors are to develop approaches for information not included in the solicitation. Would FEMA please define what additional performance thresholds offerors are to address in this section?

Response: Reference PRS thresholds

32. Section L, L.11 INSTRUCTIONS FOR PREPARATION OF PROPOSAL, 2.1.2, Factor 2/Sub‐Factor 2 Inspector Staffing, paragraphs (g), (i), and (j), page L‐11

Numerous mentions are made of “staff readiness,” “inspector readiness,” and an “inspector readiness initiative.”

Since there is no longer a CLIN for readiness, would the Government please confirm that costs for staff and inspector readiness and the inspector readiness initiative are to be included in the operations costs?

6 FEMA – Q/A Solicitation HSFE80‐12‐R‐0033 – 10/23/2012 posting

Response: The offeror shall identify in their proposal (Attachment 17) where these cost will be placed. All costs proposed for this contract with exception to the fixed price inspection, will be structured as cost reimbursable if the cost is approved by FEMA.

33. Section L, L‐11 INSTRUCTIONS FOR PREPARATION OF PROPOSAL, 2.1.2, Factor 2/Sub‐Factor 2 Inspector Staffing, (l)(6), page L‐11 (see also Section H.2 TRANSITION, page H‐1)

The solicitation requires offerors to demonstrate “Duty Readiness” by providing a training curricula and training program schedule. However, Section H.2 TRANSITION states that the contractor is to “develop an inspector training curricula, schedule, and deliver that curricula at the Post Award Debriefing.” Would FEMA please clarify whether this information is required as part of the proposal or is to be provided post‐award?

Response: This information is required as part of the Technical Proposal, Factor 2/Sub Factor 2 (reference I) Clearly Demonstrates “Duty Readiness”. (H.2 Transition: Paragraphs 3 and 6: Post‐Award Debriefing has been revised to Kickoff meeting.)

34. Section L, L‐11 INSTRUCTIONS FOR PREPARATION OF PROPOSAL, 2.1.2, Factor 2/Sub‐Factor 2 Inspector Staffing, (i), page L‐11

The solicitation requires offerors to demonstrate how they will model their readiness initiative after the FEMA Workforce Enhancement Initiative for Employee Readiness, Recruiting, Retention and the Logistics Cadre Management Directorate for managing temporary personnel, experts, and consultants for disaster work done during a disaster. These documents are not available on www.dhs.gov or www.fema.gov. In order for offerors to meet this requirement, would the Government please provide these documents?

Response: Workforce enhancement for HIS Contractors is outlined in the PWS C.6.4 Duty Readiness, Mission Readiness and Inspector Logistics Cadre Readiness. FEMA’s workforce initiative is for Government employees.

The Offeror shall demonstrate how they will meet the enhancements in their proposal.

35. Section L, L‐11 INSTRUCTIONS FOR PREPARATION OF PROPOSAL, 2.1.2, Factor 2/Sub‐Factor 2 Inspector Staffing, (i), page L‐11

If the Workforce Initiative and Logistics Cadre Management Directorate documentation remains unavailable, how does the Government expect an offerors to model their readiness initiatives?

Response: See Response to Question 34.

36. Section L, L‐11 INSTRUCTIONS FOR PREPARATION OF PROPOSAL, 5.1.1 FACTOR 6 – COST/PRICE, 5.1, page L‐14

Item 5.1 requests offerors to propose fixed hourly rates for Generalist I, II, and III using Attachment 17. Would the Government please confirm that a Generalist II rate shall be proposed?

Response: Generalist II has been removed; offeror shall not propose a rate for Generalist II.

37. Section L, L‐11 INSTRUCTIONS FOR PREPARATION OF PROPOSAL, 5.1.1 FACTOR 6 – COST/PRICE, 5.1, page L‐14

The solicitation states that the Generalist rates are fixed hourly rates. However, they are to be included as a cost reimbursable item in Attachment 17. Would the Government please confirm if these rates are cost reimbursable or fixed rate?

Response: Generalist Rates shall be priced as Fixed Hourly rates. Not Cost Reimbursable.

38. Section H, H.5 TECHNICAL ASSISTANCE GENERALIST LABOR CATEGORY DESCRIPTIONS, page H‐2 and

The solicitation states that the Generalist rates are fixed hourly rates. However, they are to be included as a cost reimbursable item in Attachment 17. Is the fixed rate for estimating purposes?

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Response: The quantity of inspections and hours has been provided by the Government for estimating purposes Attachment 21.

39. Solicitation states: For the Fixed Inspection Rate and Hourly Rate efforts, the Offerors shall propose fixed rates per inspection and fixed hourly rates for Generalist I and III using Attachment 17.

Response: The quantity of inspections and hours has been provided by the Government for evaluation purposes Attachment 21.

40. Section H, H.5 TECHNICAL ASSISTANCE GENERALIST LABOR CATEGORY DESCRIPTIONS, page H‐2 and

If the offeror is setting fixed hourly rates for the Generalist categories, would the Government please consider using time and materials and including the appropriate time and material clauses by reference?

Response: No. Fixed rates shall be provided. The Task Order type is order dependent. A Time and Materials, Labor Hour or Firm‐Fixed Price Task Order may result based on the circumstances.

41. Section L, L.11 INSTRUCTIONS FOR PREPARATION OF PROPOSAL, Volume 5 Cost/Price Proposal, 5.2.4.1, The solicitation states that the contractor shall provide the complete labor breakdown for H.5 by offeror fiscal year and shall not use composite rates. Based on the Q&A, would the Government please confirm that the definition of a composite rate is that “Cost should be separated from overhead and profit and displayed separately”?

Response: Confirming that the definition of a composite rate is that “Cost should be separated from overhead and profit and displayed separately”.

42. Section L, L.11 INSTRUCTIONS FOR PREPARATION OF PROPOSAL, Volume 4 Business Proposal, 4.1.1 FACTOR 5 – BUSINESS EVALUATION, page L‐14

The Pertinent Business Credential section includes the requirement for a surety (performance) bonding. The draft solicitation Q&A states that the requirement for a performance bond will be removed since it serves as an impediment to competition and is an unnecessary requirement in this instance. Will the Government confirm the removal of this requirement?

Response: A surety bond is not required and will be removed from the solicitation.

43. Section L, L‐11 INSTRUCTIONS FOR PREPARATION OF PROPOSAL, 5.1.1 FACTOR 6 – COST/PRICE, 5.1, The solicitation provides specific CLINS for offerors to propose fixed inspection rate and hourly rate efforts (CLINS 4, 6, 9, 11, 16, 18, 23, 25, 32). Would the Government please confirm that the CLIN number system was changed to a four‐digit format and update the CLINs named in this section using the four‐digit CLINs found in Attachment 17?

Response: CLIN number system was changed to a four‐digit format.

44. Section L, L‐11 INSTRUCTIONS FOR PREPARATION OF PROPOSAL, 5.1.1 FACTOR 6 – COST/PRICE, 5.1, The solicitation provides specific CLINS for offerors to disclose for their cost reimbursable effort (CLINs 1, 2, 9, 16, 23, 30). Would the Government please confirm that the CLIN number system was changed to a four‐digit format and update the CLINs named in this section using the four‐digit CLINs found in Attachment 17?

Response: CLIN number system was changed to a four‐digit format.

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45. Section M, M‐5 CRITERIA FOR PROPOSAL RATINGS, FACTOR 4 – PAST PERFORMANCE, page M‐5

Past Performance Questionnaires (PPQs) are due October 2, 2012, but the proposal is not due until October 9.

Asking clients to complete the PPQ in this reduced timeframe could be a disservice to the Government in obtaining these independent reviews. Would the Government please extend the deadline for receipt of PPQs by FEMA to the solicitation due date of October 9?

Response: The due date for Past Performance Questionnaires will remain in effect.

46. Attachment 1, Performance Work Statement, C.6.4.1 STAFFING/EMPLOYMENT ELIGIBILITY, pages 17 and 18 of 36

The Q&A for the draft solicitation removed all references to EID Passport, Inc. However, adjudication costs are reimbursable as an ODC per the final solicitation. Would the Government provide additional detail on the adjudication process so that offerors may develop comprehensive pricing strategies for this element; specifically:

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

Response: The contractor will be responsible for the verification of US citizen ship via the e‐verify system. Information for E‐Verify access will be given to the successful offeror following award.

What technology is required for the credential? Response: N/A

Will contractors be tasked with fingerprinting? Response: N/A

When a credential is lost or damaged, how long is the turnaround time to receive a confirmation of a biometric match and have the credential reissued?

Response: Due to the PIV‐I biometric match, location of the individual this may vary from 1 hour to multiple days.

47. Attachment 1, C.6.4 KEY PERSONNEL AND INSPECTOR STAFFING, Page 15 of 36

In the Q&A, FEMA indicates that it “will not compensate inspectors for attending training. It is up to the offeror to propose how they would fulfill contract requirements and should offer their specific plan for method of training.”

If training is required in person in a classroom, will FEMA reimburse travel costs to the training site and the cost of attendance, which may be subject to the Service Contract Act and the Department of Labor Fair Labor Standards Act?.

If training is required in person via a remote log in, will FEMA reimburse the cost of attendance, which may be subject to the Service Contract Act and Department of Labor Fair Labor Standards Act?

Response: FEMA retracts its response that “The government will not compensate inspectors for attending training.” Inspectors shall be compensated in accordance with the Service Contract Act and the Fair Labor Standards Act (FLSA), and included in the Offeror’s Operations Costs.

48. Attachment 1, C.6.4 KEY PERSONNEL AND INSPECTOR STAFFING, Page 15 of 36 If training is required in person in a classroom, should labor rate “a” or “b” below apply?

a. A SCA rate to be determined by the DOL

b. A “Professional” rate determined by the contractor

Response: See response to Question 47.

49. Attachment 1, C.6.4 KEY PERSONNEL AND INSPECTOR STAFFING2nd paragraph, Page 15 of 36 If training is required in person via a remote log into a contractor provided training system, should labor rate “a” or “b” below apply?

a. A SCA rate to be determined by the DOL?

b. A “Professional” rate determined by the contractor?

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50. Attachment 1, C.6.4 KEY PERSONNEL AND INSPECTOR STAFFING, Page 15 of 36 Since training is an integral part of the residential inspection readiness process, training courses should be subject to reimbursement in the same manner as operations. Will FEMA allow the contractor to submit the costs associated with training as direct labor and indirect burdens?

Response: No. Training costs shall be submitted with Operations Costs.

51. Attachment 1, C.6.4 KEY PERSONNEL AND INSPECTOR STAFFING, Page 15 of 36 If there is a training course of seven‐hours per day and inspectors travel to and from that course, will FEMA reimburse the contractor for travel time to and from the sessions as direct labor and indirect burdens? If no, how the costs should be charged?

Response: Yes, FEMA will reimburse contractor for travel that is not considered local. It shall be captured under the ODC CLIN.

52. Attachment 1, C.6.4 KEY PERSONNEL AND INSPECTOR STAFFING, Page 15 of 36 Will FEMA reimburse the contractor for the inspectors training time as direct labor and indirect burdens? If no, how the costs should be charged?

Response: No. The method shall be determined by the Offeror.

53. Attachment 1, Performance Work Statement, C.6.4 KEY PERSONNEL AND INSPECTOR STAFFING, pages

15 and 16 of 36 The solicitation indicates a requirement for coursework to be completed by each inspector as developed by the contractor. Would the development of these courses be an allowable ODC?

Response: No. Offeror may propose this under the Operations CLIN.

54. Attachment 1, Performance Work Statement, C.6.4 KEY PERSONNEL AND INSPECTOR STAFFING, pages 15 and 16 of 36

The solicitation indicates a requirement for coursework to be completed by each inspector. The contactor is expected to pay inspectors for their time for training. Will the inspector training be an allowable direct cost?

55. Attachment 1, Performance Work Statement, C.6.4.1 STAFFING/EMPLOYMENT ELIGIBILITY, pages 17

Will FEMA be responsible for the administration of the e‐QIP process?

Response: Yes. A Service provider will initiate the process; it is up to each individual to complete the e‐QIP process.

56. Attachment 1, Performance Work Statement, C.6.4.1 STAFFING/EMPLOYMENT ELIGIBILITY, pages 17

Will the contractor be reimbursed for the hours an employee spends at a GSA‐approved contractor facility?

Response: No, the contractor will not be reimbursed for hours an employee spends at a GSA‐approved contractor facility.

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57. Attachment 1, Performance Work Statement, C.6.4.1 STAFFING/EMPLOYMENT ELIGIBILITY, pages 17

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 from the GSA‐approved contractor?

Response: FEMA Personnel Security offers a pre‐screening prior to the final adjudication. PIV‐I credentials estimated to take 2‐4 weeks

58. Attachment 1, Performance Work Statement, C.6.4.1 STAFFING/EMPLOYMENT ELIGIBILITY, pages 17

What are the performance requirements for the GSA‐approved contractor in the first 90 days of this contract?

Response: The Service Provider has the ability to pre‐screen up to 6,000 individuals in 4 to 6 weeks.

59. Attachment 1, Performance Work Statement, C.6.4.1 STAFFING/EMPLOYMENT ELIGIBILITY, pages 17

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?

Response: No, the contractor will not need to use fingerprint cards for inspectors who are located in remote areas.

60. Attachment 1, Performance Work Statement, C.6.4.1 STAFFING/EMPLOYMENT ELIGIBILITY, pages 17

Will the GSA‐approved contractor be available to conduct “registration events” on weekends or holidays which are preferable days for many inspectors?

Response: Yes, the GSA‐approved contractor be available to conduct “registration events” on weekends or holidays

61. Attachment 1, Performance Work Statement, C.6.4.1 STAFFING/EMPLOYMENT ELIGIBILITY, pages 17

What hours during the day will the GSA‐approved contractor be available to conduct inspector registrations?

Response: Reference Registration Event Sample in Att. 17. Schedules will be arranged with the Service provider and contractors.

62. Attachment 1, Performance Work Statement, C.6.4.1 STAFFING/EMPLOYMENT ELIGIBILITY, pages 17

Are all geographic areas available to conduct registration events or is the GSA‐approved contractor restricted to specific areas or locations?

Response: Yes, all geographic areas are available to conduct registration events

63. Attachment 1, Performance Work Statement, C.6.4.1 STAFFING/EMPLOYMENT ELIGIBILITY, pages 17

If the areas are restricted will the contractor be allowed to submit the travel costs associated with having the inspector attend one of the “adjudication events”?

Response: Areas are not restricted.

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64. Attachment 1, Performance Work Statement, C.6.4.1 STAFFING/EMPLOYMENT ELIGIBILITY, pages 17

Will the GSA‐approved contractor issue new credentials for every inspector? Response: Yes

a. Will new credentials be issued during training events? Response: PIV‐I credentials are not available until after a pre‐screening adjudication authorization by FEMA Personnel Security

b. Will new credentials be issued prior to deployment? Response: Yes

65. Attachment 1, Performance Work Statement, C.6.4.1 STAFFING/EMPLOYMENT ELIGIBILITY, pages 17

How long will the credentials be valid?

Response: 3 years

66. Attachment 1, Performance Work Statement, C.6.4.1 STAFFING/EMPLOYMENT ELIGIBILITY, pages 17 and 18 of 36

Will the GSA‐approved contractor issue new credentials for project staff and management?

Response: Yes, the GSA‐approved contractor will issue new credentials for project staff and management

67. Attachment 1, Performance Work Statement, C.6.4.1 STAFFING/EMPLOYMENT ELIGIBILITY, pages 17

How quickly will a contractor obtain credential information from the GSA‐approved contractor?

Response: It is estimated PIV credentials will be completed within 2 weeks

68. Attachment 1, Performance Work Statement, C.6.4.1 STAFFING/EMPLOYMENT ELIGIBILITY, pages 17

Will the GSA‐approved contractor maintain an inspector database including photographs and information for credentialing?

Response: The GSA‐approved Service provider will maintain a secure database.

69. Attachment 1, Performance Work Statement, C.6.4.1 STAFFING/EMPLOYMENT ELIGIBILITY, pages 17

Will the GSA‐approved contractor photographs of inspectors be available to the contractor or will the contractor need to take their own photographs?

Response: Information collected by the Service provider is PII and will not be shared with the contractor.

70. Attachment 1, Performance Work Statement, C.6.4.1 STAFFING/EMPLOYMENT ELIGIBILITY, pages 17

What information will the GSA‐approved contractor provide the contractor?

Response: FEMA will share report information i.e. number of inspectors with favorable adjudication

71. Attachment 1, Performance Work Statement, C.6.4.1 STAFFING/EMPLOYMENT ELIGIBILITY, pages 17

To what extent will a contractor need to open their inspector database to the GSA‐approved contractor?

What data elements will be required to be shared?

12 FEMA – Q/A Solicitation HSFE80‐12‐R‐0033 – 10/23/2012 posting

Response: Service Provider will collect all PII information for each individual

72. Attachment 1, Performance Work Statement, C.6.4.1 STAFFING/EMPLOYMENT ELIGIBILITY, pages 17

Which OCONUS areas will the GSA‐approved contractor be available for “adjudication registration events”?

Response: All areas as needed.

73. Attachment 1, Performance Work Statement, C.6.4.1 STAFFING/EMPLOYMENT ELIGIBILITY, pages 17

What role will the GSA‐approved contractor play in the fingerprinting process?

Response: Service Provider will collect all fingerprints

74. Attachment 1, Performance Work Statement, C.6.4.1 STAFFING/EMPLOYMENT ELIGIBILITY, pages 17

Will the contractor play any role in the fingerprinting process other than event coordination?

Response: No If yes, what role will the contractor need to play?

Response: Verification of citizen ship through e‐Verify.

75. Attachment 1, Performance Work Statement, C.6.14 GOVERNMENT FURNISHED PROPERTY AND CONTRACTOR ACQUIRED PROPERTY, pages 35 and 36 of 36

Will FEMA pay for extended warranties for the mobile tablet devices?

Response: Mobile tablets are not in service

76. Attachment 1, Performance Work Statement, C.6.14 GOVERNMENT FURNISHED PROPERTY AND CONTRACTOR ACQUIRED PROPERTY, pages 35 and 36 of 36

We understand that a contractor is responsible for lost, stolen, and/or abused equipment. Will all other malfunctions or repair be an allowable ODC?

77. Attachment 1, Performance Work Statement, C.4 Key Personnel and Staffing, A, page 16 of 36 The PWS states that a sample guide for development purposes is located on the following website:

http://www.fema.gov/about/divisions/logisticsmanagement/logistics_cadre.shtm. However, the link sends a user to a “Page not found.” Would the Government please update the link or provide the sample guide?

Response: The Link is no longer available outside of FEMA. However the content on pages 14, 15, 16 and 17 remain unchanged.

78. Attachment 2, Performance Requirement Summary, SSPA #2.1 – Production C.6.11.1, Item 9, page 11 of

Incentive is applied if all task order activation day thresholds are met. A disincentive will apply if on any given day the production requirements are not met. After Day 20 and continuing, the requirement is 20,000 inspections for a task order or multiple task orders activated during the same calendar day or 95% of inspections issued for an individual task order when 20,000 is not returned in one or multiple task orders. In declarations with effective community outreach efforts and/or preliminary damage assessments that sometimes extend several weeks beyond the point of the initial declaration, a large surge of inspections can occur 15‐30 days after task order

13 FEMA – Q/A Solicitation HSFE80‐12‐R‐0033 – 10/23/2012 posting activation, often without the foreknowledge of the contractor that a bubble is about to be released. Will the contractor be given additional time in the task order production threshold monitoring/measurement to adjust workforce numbers (some cases may require a redeployment of inspectors) to account for such surges? In this example, would this force the contractor into a disincentive?

79. Attachment 1, Performance Work Statement, C.6.3 OPERATIONS REQUIREMENTS, page 14 of 36 There may be situations where project staff will work in the Operations cadre and the Inspection cadre depending on disaster activity. FEMA has indicated that the contractor must indicate the percent of time that a staff person performs in multiple jobs. If a fixed percentage is indicated for disaster work and the disaster activity falls below expectations in a given year, there may not be enough revenue to pay the staff member based on the percentage.

In those cases, can the percentage indicated be altered to fit the disaster/non disaster periods?

Response: Offeror shall address this concern within their proposal.

80. Attachment 1, Performance Work Statement, C.6.4.1 Staffing/Employment Eligibility, 3rd paragraph, page 18 or 36

The third paragraph states that the “contractor’s staff and employees will be issued an identity credential (PIV‐I).”

The same paragraph also states “the contractor POC must have the capability to issue identity credentials.” Is the contractor to issue the PIV‐I credential? If so, what type of equipment will the contractor be provided as GFE?

Response: No, PIV‐I will be issued by the Service Provider

81. Attachment 1, Performance Work Statement, C.6.4.1 Staffing/Employment Eligibility, 3rd paragraph, If the contractor is to issue the PIV‐I credential, what security measures should be taken by the contractor for storage, delivery, receipt signature, etc.?

Response: N/A

82. Attachment 1, Performance Work Statement, C.6.4.1 Staffing/Employment Eligibility, 3rd paragraph, When a contractor distributes identity credentials to inspectors, will secured shipping cost be an allowable ODC?

Responsible: The contractor is not responsible to distribute through shipping.

83. Attachment 1, Performance Work Statement, C.6.8 Inspection Task Order Performance, page 22 of 36 The safety and security of the contractor’s inspectors is essential for the successful completion of every task order.

Can security for inspectors in high crime areas (identified by local officials or law enforcement) be billed to FEMA as an ODC? If not can the cost of security be built into the per inspection rate that the contractor will bill FEMA for a successfully completed inspection?

Response: Submit proposal in accordance with FAR part 31

84. Attachment 1, Performance Work Statement, C.6.8.1.1 WITHDRAWN INSPECTIONS, page 23. of 36 Will a registration that was withdrawn because a survivor was applying for other programs (e.g., state‐generated food program such as DSNAP) and had no other disaster related needs be counted when calculating the voluntary withdrawn percentages on a task order?

14 FEMA – Q/A Solicitation HSFE80‐12‐R‐0033 – 10/23/2012 posting

Response: Yes, a registration that was withdrawn because a survivor was applying for other programs (e.g., state‐generated food program such as DSNAP) and had no other disaster related needs will be counted when calculating the voluntary withdrawn percentages on a task order.

85. Attachment 1, Performance Work Statement, C.6.8.1.2 NO CONTACT INSPECTIONS, page 23 of 36 Currently, the NEMIS No Contact queue is set to hold an application for 14 days from the date the application is returned from the field as a “no contact” before it ages out. Should this be changed to 14 days from the date it was issued for inspection so that actual field attempts are included in the 14‐day requirement?

Response: This is the current practice for now and FEMA is open for reviewing procedure changes that can help the mission.

86. Attachment 1, Performance Work Statement, C.6.11.2 INSPECTION AGING, page 30 of 36 If a survivor is unable to schedule an appointment within 5 days, FEMA currently requires the inspector to hold the application for up to seven days to accommodate the survivor. Will that requirement be waived? If not, will those applications be exempt from the 5‐day turnaround time requirement? If yes, will FEMA provide a reporting methodology?

Response: Upon contract award FEMA will provide final direction that does not create a hardship on the contractor for this situation.

87. Attachment 1, Performance Work Statement, C.6.12.2.1 PRODUCTION UPDATE, pages 32 and 33 of 36 The solicitation requests the contractor to use a “FEMA‐provided format (Attachment 22 Production Update Format) to include a reporting matrix/spreadsheet and a snapshot effect of the task order.” The Production Update Format documents automatic FEMA correction reasons by disaster, inspector and QC inspector. This spreadsheet does not match the bulleted requirements listed in C.6.12.2.1. Would FEMA please confirm the reporting requirements?

Response: Attachment 22 Production Update Format will be provided. (Appended).

88. Attachment 2 Performance Requirement Summary SSPA # 4.E – Cooperative Management, page 14 Would the Government please identify the elements of uncooperative management?

Response: Elements of uncooperative management is when the contractor performs below and or fails to perform established performance requirements.

89. Attachment 11B RULES OF BEHAVIOR FOR MOBILE DEVICES, Rules of Behavior, page 1 Will approved add‐on software be permissible on the new inspection hardware scheduled for implementation in 2012 or 2013, specifically the following:

a. Time recording

b. Edit check software

c. Inspector support items

d. Inspector e‐mail

Response: It is unknown at this time what will be approved.

90. Attachment 11B RULES OF BEHAVIOR FOR MOBILE DEVICES, Rules of Behavior, page 1 If add‐on software described above is not permissible or the answer is unknown at this time, what CLIN should the contractor use to purchase an alternate device to handle the necessary inspector field support?

Response: Unknown, See response to Question 89.

15 FEMA – Q/A Solicitation HSFE80‐12‐R‐0033 – 10/23/2012 posting

91. Attachment 15, Performance Requirements Summary Matrix It appears that there are four ways that a contractor may be penalized for withdrawn applications, even if the contractor verifies that the process was completed correctly and appropriately. Is it fair for a contractor to be penalized multiple times for a process completed in accordance with FEMA requirements?

Response: There are not 4 ways to be penalized

92. Attachment 15, Performance Requirements Summary Matrix Will FEMA apply the 1% per day penalties beyond the 20 days?

Response: Yes, if the requirement is not met.

93. Attachment 15, Performance Requirements Summary Matrix

Are there incentives/disincentives applied beyond the 20 days?

Response: See above

94. Attachment 15, Performance Requirements Summary Matrix, 2.1 Production

Often times, a new county will be added days or weeks after task order assignment. Does the floor rate of production restart upon the addition of the new county?

Response: No, the floor rate of production does not restart upon the addition of the new county

95. Attachment 15, Performance Requirements Summary Matrix, 2.1 Production If a contractor is at 40% complete by day 4 and maintains an increasing production level, does it erode if a new county is added on day 7?

Response: Yes.

96. Attachment 15, Performance Requirements Summary Matrix, 2.1 Production How will the Government take into consideration items that are out of contractor’s control that change the size of the task order?

Response: Offeror shall submit their approach to meet all of the Performance Requirements

97. Attachment 15, Performance Requirements Summary Matrix, 2.1 Production

If a contractor is producing at the 90% production level and then is assigned an unexpected and unforeseen surge of work, is the contractor immediately deficient?

Response: Yes

Or does the contractor have three days to re‐ramp up?

Response: No – Note – It is generally known in advance of possible add on counties. It is up to the contractor to be prepared for this situation.

98. Attachment 17 May additional labor categories be added by an offeror to reflect their proposed contract staff? Labor categories have been identified by FEMA, Generalist 1 and Generalist 3. The offerors can propose anything they want to perform this work. It will be reviewed by FEMA.

This is how we responded the last time:

16 FEMA – Q/A Solicitation HSFE80‐12‐R‐0033 – 10/23/2012 posting

Response: Offerors may not provide labor categories in addition to or different from the Generalists labor categories.

99. Attachment 17, CPFF Tabs Would the Government please add a cell in all of the CPFF tabs to enter the fixed fee proposed by the contractor?

Response: The resultant contract will not contain any Cost Plus Fixed Fee CLINs. The occurrence of CPFF will be removed from Attachment 17.

100. Attachment 17, Tabs CPFF Phase In, CPFF CLINS Oper Disaster, CPFF CLINS Recurring, CPFF CLINS ODCs Tabs

Values entered into the rows with yellow blocks do not compute in the columns labeled “Total Cost.” Would the Government please provide an updated spreadsheet to address this issue?

Response: Yes.

101. Attachment 17, Tabs CPFF Phase In Tab On the CPFF CLINS Phase In tab, the Grand Total column does not incorporate any of the “Total Cost” values. We assume the Grand Total calculation is the sum of the “Total Cost” values for Facilities, Lease Cost of Equipment and Supplies, Warehouse Operations, Labor Operations, Project and Quality Management, Training/Partnering, Equipment Management and Other Cost Not Listed for each row or line item? Would the Government please amend the spreadsheet to reflect this change?

Response: Yes, Revised Attachment 17 appended.

102. Attachment 17, Tabs CPFF Recurring Tab On the CPFF CLINS Recurring Tab, the grand total calculation (column U) for Total Other Direct Costs (ODCs), Total Cost before G&A, General & Administrative (G&A) and Total Cost appears to be missing a reference (#REF). Would the Government please correct these calculations and provide an amended spreadsheet reflecting this change?

Response: Yes, Revised Attachment 17 appended.

103. Attachment 23 Are the SCA rates contained in Attachment 23, Nationwide Wage Determination No 1995‐0221 applicable to home office staff who will work on the Housing Inspection Services (HIS) Contract?

Attachment 23 Are the SCA rates contained in Attachment 23, Nationwide Wage Determination No 1995‐0221 applicable to field office staff who will work on the Housing Inspection Services (HIS) Contract?

Attachment 23 Are the SCA rates contained in the Wage Determination Occupation Code 92000 Quality Assurance Representative applicable to HIS field quality assurance inspectors?

Attachment 23 Are the SCA rates contained in the Wage Determination Occupation Code 92000 Quality Assurance Representative apply to quality assessment staff located in the field that reviews inspector work?

Attachment 23 Are the SCA rates contained in the Wage Determination Occupation Code 92000 Quality Assurance Representative apply to quality assessment staff located in the home office that reviews all inspector work returned from the field?

17 FEMA – Q/A Solicitation HSFE80‐12‐R‐0033 – 10/23/2012 posting

Response: The Wage Determinations provided in this solicitation are applicable to the Labor Categories listed in H.5, Technical Assistance Generalist Labor Category description.