SOLICITATION_QA_POSTING_9212012(2).pdf

1 FEMA – Q/A Solicitation HSFE80-12-R-0033 – 9/21/2012(2) posting

HOUSING INSPECTION SERVICES

Questions and Responses

Solicitation HSFE80-12-R-0033

No. Question Reference Solicitation Clarifications

H.1 (RFP)

Pg H-1

The RFP states: The successful offeror or offerors, if more than one contract is awarded under this solicitation that meets the requirements for a subcontracting plan, will be required to submit a subcontracting plan in accordance with FAR 19.704.

Question: Is the Subcontracting plan a requirement for the offeror submission, or is it now a “post-award” requirement for offeror’s who are awarded the contract only?

Response: The subcontracting plan is not a requirement for the offeror’s submission. It is now a “post-award” requirement for offeror’s who are awarded a contract only.

2 Pg 34 (PWS)

The Contractor shall provide management of mobile communication systems such as Broadband Access Cards or other mobile communication devices to include optional methods of communicating data from the field to FEMA if broadband systems are no available. The Government shall provide these devices and services through their Internal Service Level agreements.

Question: what devices and services will be provided –

Response: Windows Operating system tablets and Verizon aircards will be used in the beginning of these contracts along with the FEMA Construction damage estimating tool. Upgrade to an Android or an IOS operating system is planned for the future.

Attachment 8

Shelter Inspection Guidelines

The additional Duties for this Task will entail: Providing adequate Staff to Visit Daily or remain at the Shelters to facilitate and ensure that all Shelter Evacuees staying in the Shelters are contacted, and provided the opportunity and a means (telephone, cell phone or Online) to contact FEMA and make their Registration.

Question: Does the Government provide the devices and services for survivors to contact FEMA?

Response: The intent of a shelter inspection is to make contact with the home owner at the shelter and meet them to do the inspection on their home.

2 FEMA – Q/A Solicitation HSFE80-12-R-0033 – 9/21/2012(2) posting

Question: Please provide the full extent of “and a means” – for example, is the contractor responsible for example for power generation when no power exists. Is the contractor responsible for securing satellite phone service when no communications exist?

Response: This statement has been removed from Attachment 8

Question: Is there a production rate established for provisioning shelter survivors with application communications support (e.g. ability for x simultaneous applicants to have communications to FEMA).

Response: The statement has been removed from Attachment 8

L2.1.2 Factor 2 Sub-Factor 2 Inspector

Staffing Pg L-11

In Paragraph a) of the RFP 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 appears to be an evaluation of a previously submitted proposal and not written as a requirement for this contract.

Question: Can FEMA clarify what they are looking for from current offeror’s in the submitted responses for these items in terms of requirements?

Response: This section has been revised in the RFP (appended)

L2.1.2 Factor 2 Sub-Factor 2 Inspector

In Paragraph b) of the RFP states: They have disclosed the need to have inspector training in the area of reimbursable travel cost and have claimed they incorporated the same in their inspector training however, it is not fully detailed in the proposal

This appears to be an evaluation of a previously submitted proposal and not written as a requirement for this contract.

Question: Can FEMA clarify what they are looking for from current offeror’s in the submitted responses for these items in terms of requirements?

Response: This section has been revised in the RFP (appended)

L2.1.2 Factor 2 Sub-Factor 2 Inspector

In Paragraph c) of the RFP states: They have committed to tracking and recording of inspector provided travel reimbursements at a conceptual level however is not fully detailed in their proposal

This appears to be an evaluation of a previously submitted proposal and not written as a requirement for this contract.

Question: Can FEMA clarify what they are looking for from current

3 FEMA – Q/A Solicitation HSFE80-12-R-0033 – 9/21/2012(2) posting offeror’s in the submitted responses for these items in terms of requirements?

Response: This section has been revised in the RFP (appended)

L2.1.2 Factor 2 Sub-Factor 2 Inspector

In Paragraph d) of the RFP states: Proposal includes staff delegated the responsibility for oversight of travel management however qualifications, size of staff, and control systems not fully disclosed

This appears to be an evaluation of a previously submitted proposal and not written as a requirement for this contract.

Question: Can FEMA clarify what they are looking for from current offeror’s in the submitted responses for these items in terms of requirements?

Response: This section has been revised in the RFP (appended)

L2.1.2 Factor 2 Sub-Factor 2 Inspector

In Paragraph e) of the RFP states: Vendor acknowledges the requirement in their proposal and has made a commitment to control travel records and accounting, however, operational details will be designed post-award and it is not comprehensive within the proposal

This appears to be an evaluation of a previously submitted proposal and not written as a requirement for this contract.

Question: Can FEMA clarify what they are looking for from current offeror’s in the submitted responses for these items in terms of requirements?

Response: This section has been revised in the RFP (appended)

L2.1.2 Factor 2 Sub-Factor 2 Inspector

In Paragraph f) of the RFP states: Acknowledge the requirement to have a travel log submission approval process and made a commitment to have in place prior to use

This appears to be an evaluation of a previously submitted proposal and not written as a requirement for this contract.

Question: Can FEMA clarify what they are looking for from current offeror’s in the submitted responses for these items in terms of requirements?

Response: This section has been revised in the RFP (appended)

L2.1.2 Factor 2 Sub-Factor 2 Inspector

In Paragraph g) of the RFP states: Within the proposal, the Vendor has identified and disclosed their business plan for inspectors and contracted staff readiness initiative

This appears to be an evaluation of a previously submitted proposal and

4 FEMA – Q/A Solicitation HSFE80-12-R-0033 – 9/21/2012(2) posting requirements?

Response: This section has been revised in the RFP (appended)

L2.1.2 Factor 2 Sub-Factor 2 Inspector

In Paragraph h) of the RFP states: Contractor acknowledges a commitment to have available training for inspectors and staff, and will design develop and/or purchase after contract award or during the transition period

This appears to be an evaluation of a previously submitted proposal and not written as a requirement for this contract.

Question: Can FEMA clarify what they are looking for from current offeror’s in the submitted responses for these items in terms of requirements?

Response: This section has been revised in the RFP (appended)

L2.1.2 Factor 2 Sub-Factor 2 Inspector

In Paragraph i) of the RFP states: Clearly demonstrates how the Vendor 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

This appears to be an evaluation of a previously submitted proposal and not written as a requirement for this contract.

Question: Can FEMA clarify what they are looking for from current offeror’s in the submitted responses for these items in terms of requirements?

Response: This section has been revised in the RFP (appended)

L2.1.2 Factor 2 Sub-Factor 2 Inspector

In Paragraph j) of the RFP states: Clearly demonstrates having an Inspector Readiness Program team to manage this initiative

This appears to be an evaluation of a previously submitted proposal and not written as a requirement for this contract.

Question: Can FEMA clarify what they are looking for from current offeror’s in the submitted responses for these items in terms of requirements?

Response: This section has been revised in the RFP (appended)

L2.1.2 Factor 2 Sub-Factor 2 Inspector

Staffing Pg L-11

In Paragraph k) of the RFP states: Describes a performance incentive bonus program for the inspectors

5 FEMA – Q/A Solicitation HSFE80-12-R-0033 – 9/21/2012(2) posting requirements?

Response: This section has been revised in the RFP (appended)

L2.1.2 Factor 2 Sub-Factor 2 Inspector

In Paragraph l).4 of the RFP states: The effectiveness of the training delivered by the contractor’s staff subject matter experts is planned to be conducted every quarter in key disaster prone areas of the US

This appears to be an evaluation of a previously submitted proposal and not written as a requirement for this contract.

Question: Can FEMA clarify what they are looking for from current offeror’s in the submitted responses for these items in terms of requirements?

Response: This section has been revised in the RFP (appended)

L2.1.2 Factor 2 Sub-Factor 2 Inspector

In Paragraph l).5 of the RFP states: The Contractor describes a web based training program

This appears to be an evaluation of a previously submitted proposal and not written as a requirement for this contract.

Question: Can FEMA clarify what they are looking for from current offeror’s in the submitted responses for these items in terms of requirements?

Response: This section has been revised in the RFP (appended)

L2.1.2 Factor 2 Sub-Factor 2 Inspector

In Paragraph l).6 of the RFP states: The training curricula provide the inspectors specifics of the FEMA repair program, inspection guideline updates, customer service, security awareness and privacy awareness training;

This appears to be an evaluation of a previously submitted proposal and not written as a requirement for this contract.

Question: Can FEMA clarify what they are looking for from current offeror’s in the submitted responses for these items in terms of requirements?

Response: This section has been revised in the RFP (appended)

L2.1.2 Factor 2 Sub-Factor 2 Inspector

In Paragraph l).7 of the RFP states: The Contractor provides a training program schedule

6 FEMA – Q/A Solicitation HSFE80-12-R-0033 – 9/21/2012(2) posting requirements?

Response: This section has been revised in the RFP (appended)

L2.1.2 Factor 2 Sub-Factor 2 Inspector

In Paragraph m).2 of the RFP states: The material does include the basics of emergency management to the purpose and function of the inspector and how to achieve a work/life balance and it does contain team-building and group problem solving exercises designed to maximize interaction and discussion

This appears to be an evaluation of a previously submitted proposal and not written as a requirement for this contract.

Question: Can FEMA clarify what they are looking for from current offeror’s in the submitted responses for these items in terms of requirements?

Response: This section has been revised in the RFP (appended)

L2.1.2 Factor 2 Sub-Factor 2 Inspector

Pg L-12

In Paragraph m).3 of the RFP states: A time frame for the training is clear;

not written as a requirement for this contract.

Question: Can FEMA clarify what they are looking for from current offeror’s in the submitted responses for these items in terms of requirements?

Response: This section has been revised in the RFP (appended)

L2.1.2 Factor 2 Sub-Factor 2 Inspector

In Paragraph m).4 of the RFP states: A Student Mentor program is described

This appears to be an evaluation of a previously submitted proposal and not written as a requirement for this contract.

Question: Can FEMA clarify what they are looking for from current offeror’s in the submitted responses for these items in terms of requirements?

Response: This section has been revised in the RFP (appended)

L2.1.2 Factor 2 Sub-Factor 2 Inspector

In Paragraph n).1 of the RFP states: Describes the contractor’s inspector data base

This appears to be an evaluation of a previously submitted proposal and not written as a requirement for this contract.

7 FEMA – Q/A Solicitation HSFE80-12-R-0033 – 9/21/2012(2) posting requirements?

Response: This section has been revised in the RFP (appended)

L2.1.2 Factor 2 Sub-Factor 2 Inspector

In Paragraph n).2 of the RFP states: Describes the Inspector Deployment and Travel required criteria

This appears to be an evaluation of a previously submitted proposal and not written as a requirement for this contract.

Question: Can FEMA clarify what they are looking for from current offeror’s in the submitted responses for these items in terms of requirements?

Response: This section has been revised in the RFP (appended)

L2.1.2 Factor 2 Sub-Factor 2 Inspector

In Paragraph o) of the RFP states: Vendor acknowledges the need to monitor waste fraud and abuse however details within the proposal are not comprehensive

This appears to be an evaluation of a previously submitted proposal and not written as a requirement for this contract.

Question: Can FEMA clarify what they are looking for from current offeror’s in the submitted responses for these items in terms of requirements?

Response: This section has been revised in the RFP (appended)

Attachment 1, HIS PWS, Pg. 5, C.1.4.

Is NEMIS set up to serve as the Contractor’s Contract Management System (CMS)? In other words will the Contractor be able to utilize NEMIS for the assignment and tracking of work to specific inspectors or does FEMA prefer that the Contractor develop their own proprietary system for Contract Management?

Response: Yes the contractor utilizes NEMIS and yes the contractor can develop their own system or procedures for contractor management but all work is assigned through NEMIS and all systems must meet FEMA security requirements.

Attachment 1, PWS, Pg. 5, C.1.5.

Once the inspector loads data into the ACE program is that data transferred to the NEMIS system for QC review by the Contractor or does FEMA prefer that the Contractor develop their own proprietary interface with ACE for QC review?

Response: Yes, and yes the contractor can develop their own as long as it meets all FEMA security requirements.

Attachment 1, PWS, Pg. 16, C.6.4.

FEMA requires access to the Contractor’s inspector data base which is to include a description of the various inspector cadre levels. Is it FEMA’s desire for the Contractor to make work assignments and track inspector identification numbers via the Contractor’s inspector data base or does FEMA expect the Contractor to utilize NEMIS for work assignment and

8 FEMA – Q/A Solicitation HSFE80-12-R-0033 – 9/21/2012(2) posting tracking of inspector identification numbers?

Response: NEMIS is used for all work assignment. Inspector identification numbers will be provided by the Service Provider for pre-screening with credentials.

Attachment 1, PWS, Pg. 17, C.6.4.

FEMA requires Contractor to pay for all inspector lodging expenses.

Would this include the provision of temporary housing (i.e. tents, trailers, etc.) in the event that hotel accommodations are not available? If yes will FEMA specify this as a Disaster Specific reimbursable expense? If no will FEMA provide temporary housing for inspectors?

Response: This is a disaster specific situation that would be discussed prior to issuance of a DR task order and approval would be provided at that time dependent upon the DR circumstances.

Attachment 1, PWS, Pg. 17, C.6.4.1.

FEMA is requiring the Contractor to provide electrical service, space, and internet connectivity for inspector registration events. Please clarify the purpose of the registration events, their location and frequency. Also clarify if wireless internet connectivity is acceptable or if the contractor is required to provide hardwire connectivity.

Response: C.6.4.1 of the PWS explains the purpose; the location will be identified post award as well as the frequency. Wireless will be acceptable.

Attachment 1, PWS, Pg. 27, C.6.8.5.5.

FEMA requires that photographs be identified by the FEMA registration ID. Does FEMA require the registration ID to appear as an integral part of the digital image or is it adequate for the Contractor to tag folders with the registration ID and store corresponding pictures within those folders?

Response: The requirement allows the offeror to propose how they will provide this.

Attachment 1, PWS, Pg. 27, C.6.8.5.5.

FEMA states that camera purchasing will be the responsibility of the Contractor. This appears to be in conflict with the response to previously submitted questions. Please clarify.

Response: This is in reference to any support items needed. This would be covered by an ODC for the needed purchase that is approved by FEMA

Attachment 1, PWS, Pg. 30, C.6.12.

FEMA requires the Contractor to provide various statistical reports and updates. Will the Contractor have the ability to interface with NEMIS to electronically extract this data or does FEMA prefer the Contractor to develop their own custom application(s) to track and report statistical data?

Response: Contractor will have interface ability with NEMIS and FEMA provides statistical information for reporting purposes.

Attachment 1, PWS, Pg. 35, C.6.14.

FEMA requires Contractor to manage mobile communication systems.

Will the Contractor be required to augment the mobile communication systems provided by FEMA or will all field communication requirements be met by FEMA?

9 FEMA – Q/A Solicitation HSFE80-12-R-0033 – 9/21/2012(2) posting

Response: The contractor may need to augment, which may be a reimbursable ODC, if approved.

Draft RFP Q&A Response (30 August 2012)

HIS_QA_FBO_POSTING2.pdf

In response to question 14, part one (request for list of equipment that will likely be transferred to new contractor location) – FEMA responds that the list will be provided after award.

In response to question 14, part 3 – FEMA responds that offerors should include the cost to move existing GFE to their warehouse locations.

Question: Can FEMA provide at least a rough order of magnitude with respect to the quantity of GFE, or estimated total weight likely to be transferred (or a maximum estimate) so that offerors can provide an accurate estimate of costs to include as part of phase-in costs?

Response:

Contractor A

~3,900 Panasonic Toughbooks; ~5lbs. each

~4,000 digital cameras; ~.3lbs. each

~3,500 air cards;~.2lbs. each

~1,600 Lind chargers; ~2 lbs. each

Miscellaneous support accessories such as hard cases, wall chargers, car chargers, styluses and power cords.

Contractor B

~3,900 Fujitsu pen tablet pcs; ~3.5lbs. each

~3,000 digital cameras; ~.3lbs. each

~3,500 air cards; ~.2lbs. each

Miscellaneous support accessories such as hard cases, wall chargers, car chargers, styluses and power cords.

Draft RFP Q&A Response (30 August 2012)

HIS_QA_FBO_POSTING2.pdf

In response to question 34, (please distinguish between the information and metrics that are to be contained in the contractor-provided scoring matrix and FEMA provided scoring matrix in the QASP – FEMA response was, A matrix template will be included for the contractor to fill out the proposed incentive and disincentive values.

10 FEMA – Q/A Solicitation HSFE80-12-R-0033 – 9/21/2012(2) posting

Question: In the solicitation release, where is this matrix? Is Attachment 15 designed to also serve as the referenced matrix?

Response: Attachment 15 is the FEMA suggested matrix. The contractor may counter offer other values reference RFP E.3 and E.4.

Draft RFP Q&A Response (30 August 2012)

HIS_QA_FBO_POSTING2.pdf

In response to question 48, (provisioning responsibility for CART – Communications Access Real-time Translation) – FEMA responds that FEMA will provide the resource.

Question: How does FEMA envision requests for translation services will be made to the CART provider? 1. Will requests originate from the contractor? – Or will requests originate in real-time from the individual inspector?

Response: Requests for translation services will be made to the CART provider through the Housing Inspection Contractor and the FEMA Inspection Service Coordinator (ISC) at the FEMA Joint Field Office (JFO).

37 Attachment 15

SSPA #2 – 2.B – With respect to disincentives for withdrawn inspections, what control does the contractor have over withdrawn inspections / applications? E.g. what control / authority does the contractor have to reduce the number of withdrawals? What is the rationale for the disincentive?

Response: The authority and rational is that FEMA expects the contractor to make every effort possible to perform a complete inspection for all applications issued.

Draft RFP Q&A Response (30 August 2012)

HIS_QA_FBO_POSTING2.pdf

In response to question 244, reference aging and situations whereby survivors state that they are not available within the 5 day production window – FEMA response, This will be covered in the QASP Matrix template.

Question: This does not appear to be covered in the QASP Matrix template (assuming that refers to Attachment 15). Please clarify.

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

Review E3 and E4 in RFP

39 Attachment 15

SSPA #3 - Please clarify the rationale for assigning a numerical value of 3.8 to survey question response where the surveyed survivor responds “I didn’t have anything to say”? – Why is the numerical value below the threshold? What control does the contractor have over whether a survivor has anything to say?

11 FEMA – Q/A Solicitation HSFE80-12-R-0033 – 9/21/2012(2) posting

Response: Has been changed to full payment value 4.5

Draft RFP Q&A Response (30 August 2012)

HIS_QA_FBO_POSTING2.pdf

In response to question 252 – Will the contractor be evaluated on all questions in Attachment 5A and 5B? – FEMA responds, Yes.

Question: This response appears to be in contradiction to the instructions at Attachment 2, Paragraph SSPA #3.A – Objective.

Please clarify.

Response: The contractor will only be evaluated on the pre-determined 5 questions selected form the survey for incentive/disincentive. The contractor is evaluated on 5 key questions to determine the customer service score: questions #’s 3,8,10,13,15.

The results by survey questions (total of 16) are tabulated but only 5 are scored.

Draft RFP Q&A Response (30 August 2012)

HIS_QA_FBO_POSTING2.pdf

In response to question 257, questioning whether FEMA will provide a handout to provide to applicants regarding next steps in the FEMA process – FEMA’s response is No. FEMA will not provide handouts to give to the applicant explaining the next steps.

Question: Does this prohibit the contractor from providing inspectors with a hand out to provide applicants explaining the next steps?

Response: The handouts must be approved by FEMA.

Attachment 11 & Q&A response to question 300

FEMA will manage the Good for Enterprise licenses – Does this also mean that FEMA will provide the license as GFE?

Response: Yes

Draft RFP Q&A Response (30 August 2012)

HIS_QA_FBO_POSTING2.pdf

Numerous questions

Regarding numerous security intake processing questions regarding EID Passport – FEMA responds that EID Passport is removed from the proposal.

Question: With respect to all functions previously assigned to EID Passport, who is now the responsible party for these functions? – Is this now the responsibility of the contractor (e.g. management of intake events and SF-85 / FD-258 processing, etc. / PIV Issue, etc.).

Response: FEMA

HSFE80-12-0033HIS RFP, Pg.

L-6, L.11.

FEMA requires Contractor to provide an Adjudication Event plan and suitable location for registering Housing Inspectors. Please provide more detail on the Contractors responsibility including equipment requirements, personnel requirements, location and frequency of these events.

Response: FEMA Security will coordinate with the prime. Reference

12 FEMA – Q/A Solicitation HSFE80-12-R-0033 – 9/21/2012(2) posting

Attachment 17 for sample Registration Event Schedule

Attachment 8, Shelter

Guidelines

FEMA requires Contractor to provide Shelter Evacuees the opportunity and a means (telephone, cell phone, or online) to contact FEMA. Please clarify the extent to which the Contractor is required to provide phone line service, internet connectivity/service, cell tower functionality/access relative to providing a means of communication. Also clarify FEMA’s expectations relative to the Contractor’s responsibility to furnish communication devices including telephone systems, telephone devices, cell phones and computers for use by Shelter Evacuees.

Response: Attachment 8 will be revised to eliminate contractor’s responsibility for furnishing equipment.

Page L-8

Volume 2: Technical Proposal

The written Technical Proposal shall not exceed 75 pages. It shall be written in plain English, in a concise, easy to read manner. Pages shall be standard size 8.5 x 11 inches, printed on one side (one sheet printed on both sides will count as two pages), and print shall be standard 10pt (or larger) font. The first 75 pages of the written Technical Proposal, in book order, will be evaluated; pages in excess of this 75-page limit will not be considered. Resumes, three past performance questionnaires, and other information provided shall NOT be counted in the page count limitations.

2.1 The Technical Proposal shall demonstrate:

Factor 1/Sub-Factor 1 Quality Management System (QMS) Draft

The draft QMS describes processes to deliver conforming inspections that meet applicable FEMA and other statutory and regulatory requirements to include processes which:

a) Illustrate the provision of supporting documentation (Example: organizational structure etc.) and review of quality policies and objectives;

b) Demonstrate management and organizational commitment to support QMS development, implementation and continuous improvement;

c) Communicate and define management roles, responsibilities and authorities;

d) Demonstrates compliance with the six (6) ISO 9001 required documented procedures to include: control of records, control of documents, internal audits, control of nonconforming product, corrective action and preventive action;

e) Establishes effective Quality Control processes;

f) Enhances customer (FEMA/CMHIS) satisfaction;

g) Demonstrates actions necessary to achieve requirements for conforming inspection(s);

h) Ensures the availability of resources and information necessary to support all operations;

i) Monitor, measure, analyze and improve QMS/operational processes and procedures throughout the life of the contract;

j) Ensures non-conforming product(s) is identified and corrected to prevent timing, quality and/or processing errors;

k) Foster proactive communication between the Contractors and FEMA on issues and challenges shall occur as opposed to FEMA initiating the communications in the areas of performance, quality, and complaints.

l) Clearly defined protocol defining key points of contact to bring issues to resolution;

l) Identifies control(s) for any outsourced process(s) affecting inspection conformity;

m) Demonstrates maintenance and control of documents and records required by

FEMA and ISO 9001.

In addition to the processes identified above, the Offeror’s draft QMS shall:

a) Allow for FEMA participation in audits and the provision of associated reports and findings;

b) Provide the continuity of operations plan (CONCOPS) requirement(s) and;

c) Disclose intent and timeline to attain an ISO 9001 certificate of registration by an accredited registrar.

Factor 1/Sub-Factor 2 Operations

The proposal shall include the following:

a) Vendors methods for addressing each of the “Shall” i.e., mandatory requirements in the contract;

Page L-9

b) Demonstration of solid ability to adequately meet the pending disaster requirements for staff at all levels including internal reviewers, field operations, and Quality Control;

c) Methods to ensure that staffing levels are in place to address peak communication times;

d) Plans and commitment to address workforce recruiting and retention;

e) Demonstration of a viable plan or program for hiring and interaction with non-deployed inspector and support staff;

f) Detailed inspector and/or subcontract/at-will staffing structure to perform the work;

g) Staff coverage plans/processes and training programs for multiple disaster situations

(i.e. Task Orders);

h) A comprehensive training plan which addresses all inspection processes;

i) A disaster coverage model that adequately takes into consideration differences in the size, scope, and complexity of disasters. For example: threshold coverage triggers a process enhancement for production, quality and customer service (management, staffing, training and technology solutions)

j) Resources and commitment to deliver prompt response and capability to perform the work required of this contract.

Factor 1/Sub-Factor 3 Inspection Task Order Performance

a) Tangible strategies to respond to Task Orders of various sizes and locations;

b) Demonstration of the ability to maintain a trained workforce; follow guidelines, addendums, and further guidance either written or verbal;

c) Description of training processes for staff (relevant to all types of disasters i.e. flood, earthquake, urban/rural etc.);

d) Processes to demonstrate the ability to right-size (adjust) personnel in order to respond to the scale and scope of the assigned Task Orders;

e) Acknowledgement of the TOPR requirements, strategies or required content when completing the TOPR. Response may indicate a plan approach vs. a proposal approach;

f) Demonstration of acceptable customer service training and documentation of completion to include civil rights, fatigue, argumentative situations;

g) Methods to ensure inspector knowledge of FEMA programs and capability to explain to applicants. Example – mandatory inspection training module and test requirements prior to deployment;

h) Methodologies for Customer Service to ensure appointments are established and kept;

i) Processes for hiring and maintaining adjudicated “guides” to assist with inspection processes, as well as disclosing these “guides” to FEMA;

j) Demonstration of understanding of Withdrawn, No Contact, and Inaccessible inspections; clearly describing quality oversight processes that will be employed specific to these three types of inspections, including the applicant’s understanding of the reinstatement process;

k) Robust photograph training requirements that will ensure compliance with PWS (photographs that support habitability call, etc.);

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l) Methods to identify damages well after the event/occurrence including mandatory training to assess applicant needs through applicant questioning. For example, techniques and procedures that will be used to assess damages months after the event;

m) Strategies that will be used to independently assess damaged population, location, and accessibility;

n) Methodology(s) for inspectors to independently maintain "first-in, first-out" inspections.

Factor 1/Sub-Factor 4 Quality Control

a) Methods for performing quality control (QC) inspections including recording/providing associated results/reports;

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

c) The QC percentage for each type of inspection to include initial, withdrawn, appeal, inaccessible further the percentage for renter inspections and owner inspections;

d) The established timeframe in which field QC inspections will be conducted during a Task Order (i.e. throughout, incrementally, etc.);

e) The criteria on which inspectors will be QC'd to include: in what order and the rationale of the order;

f) Methods for selecting inspections for random sampling;

g) Corrective action procedures and timelines for taking corrective actions when errors are identified for both inspection and overall disaster trends; to include monitoring and reporting of effectiveness of corrective action(s) taken;

h) Preventive action procedures including timelines for implementing preventive measures to include monitoring and reporting of effectiveness of preventive action(s) taken;

i) Methods for “remedial” or “adjustment to” staff training as a result of field QC findings;

j) Methods for reporting and analysis of QC error trends identifying the frequency format and content;

k) Proposed QC record keeping system and methods of availability to the government;

l) Demonstration of how QC is incorporated through all components of the proposed

Quality Management System.

Factor 1/Sub-Factor 5 Mandatory Performance Capabilities

a) Methodology to be utilized to track the “first-in, first-out” inspection concept successfully;

b) Detailed strategy which will be executed to maintain 20,000 inspections per day and maintain a 5% production rate or floor rate of production, whichever is applicable, in all open task orders;

c) Demonstration of a global strategy to concurrently respond to multiple Task Orders encompassing a variety of disaster types in territories in CONUS and OCONUS;

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d) Demonstration of the ability to meet all production requirements while maintaining all security, adjudication, QC, and training requirements;

e) Defined method to return inspections sooner than the maximum aging threshold;

f) Disclosure of approaches to meet all performance thresholds

g) Methods for support of proactive communications with FEMA

2.1.2 FACTOR 2 – STAFFING RESOURCES

Factor 2/Sub-Factor 1 Key Personnel

a) A complete list of key personnel who will be assigned to various positions to include their level of authority and work activities related to the contract;

b) A complete list of all key personnel clearly defining their positions with current résumés;

c) A complete list of all personnel in key positions who have been suitably adjudicated per Security;

d) Vendor’s process detailing how the government will be notified in advance of any management changes affecting inspection processes including timelines to fill critical vacancies;

e) Vendor’s process detailing how the government will be notified of all key management personnel changes.

Factor 2/Sub-Factor 2 Inspector Staffing

a) Acknowledgement that FEMA will reimburse travel for approved inspector training and work deployments. Disclosure of vendor’s processes to track and ensure compliance with all associated requirements as defined in the PWS;

b) Process for providing inspector training in the area of reimbursable travel costs. Evidence this requirement is incorporated in required inspector training;

c) Illustration of defined staff delegated the responsibility for oversight of travel management including their qualifications;

d) Control systems or processes for travel records and accounting

e) Vendor’s travel log submission approval processes and commitment to implement in accordance with requirements as defined in the PWS and by CMHIS;

f) Adjudication Event Plan and a plan addressing requirements for inspector and Contractor staff readiness initiative comprised of the three components as defined in the PWS: (1) Duty Readiness, (2) Mission Readiness and (3) Inspector Logistics Cadre Readiness;

g) Deployment and travel guidelines for Contractor staff which meet all of the associated criteria as defined in the PWS;

h) Processes to ensure Staffing/Employment eligibility requirements are implemented as defined in the PWS;

i) A commitment to have available training for inspectors and staff;;

j) Demonstration of inclusion of an Inspector Readiness Program Team to manage this initiative and associated requirements; A Pay for Performance incentive bonus program for inspectors as described in the PWS;

k) Illustration of inspector training timeline(s)

l) Acknowledgement of customer service training requirements following post award.

Attachment 8

Shelter Inspection Guidelines

The Contractor may be tasked on an individual Disaster Basis to perform the Task of Expediting the Inspections and possibly the Registration of the Disasters Shelter Population, in order to expedite the closure of the Emergency Shelters and to facilitate the transition of our applicants from the 406 Program (Emergency Response Sheltering) into the 408 Program (Response and Recovery) Individual Housing Assistance.

The additional Duties for this Task will entail: Providing adequate Staff to Visit Daily or remain at the Shelters to facilitate and ensure that all Shelter Evacuees staying in the Shelters are contacted. The staff will document by shelter location, the Name, Address, Application Number, and verify operational contract information (by Phone or at the individual Shelter Locations) contact information and availability of these Shelter applicants.

This information is to be communicated to the ISC, and the Contractor’s Office and Field Manager. The Contractors staff will expedite the selection, and issuance of these Shelter Applicants Inspections, and will deliver these selected inspections to designated Inspectors. These designated inspectors will communicate and expedite the contact with all these shelter applicants, prioritizeing their Inspections and provide throughout the day, the contacted, scheduled and completed list of these inspections back to the contractors Field Manager, who will then forward this information to the ISC. The ISC will assist with the coordination and documentation of completing these Shelter applications daily.

The entire process is to run concurrent with the regular inspection program, and will be considered completed upon the emptying of the disaster shelters of FEMA Applicants transitioning into the 408 IA Program, or upon determination that the shelter Applicant is no longer eligible for further 406 assistance and has exhausted their rights in regards to any 408 eligibilities.