Questions_&_Answers_PA_TAC_IV.pdf

Vendor Questions Document Reference/Page Government Response

1 Section L.8, Volume II, Factor 1, Sub‐factor 2 Key Personnel does not indicate that the key personnel resumes are excluded from the page count. Section M.9, Volume II, Factor 1, Sub‐factor 2 Key Personnel title does state that the key personnel section is “not included in page requirement”. Please verify that the key personnel resumes are not included in the 30 page limit for Volume II.

Solicitation Resumes were not included in the total pages. However, Key Personnel Sections L & M have been revised to read as: "4 page limitation for each key personnel or not to exceed 16 pages". In addition, the number of pages under Volume II Technical have increased to "not exceed 46."

2 Section L.8, Volume II, Factor 1, Sub‐factor 2 Key Personnel, 1st sentence states that the “offeror shall submit a four (4) pages resume for each key personnel…”. Section M.9, Volume II, Factor 1, Sub‐factor 2 Key Personnel, 4th sentence states that “key personnel resumes shall be four (4) pages in length” which can be interpreted as 4 pages total for all resumes (i.e., 1 page per resume). Please clarify the maximum length for each key personnel resume (i.e., 4 pages each or 1 page each).

Solicitation Key Personnel Section M.9 has been revised to read as: "Resumes shall not exceed four

(4) pages in length for each Key Personnel."

3 In the RFP Section M.6 Basis for Award – Best Value / Trade Off, 1st paragraph, last 2 sentences state that “FEMA reserves the right to award a contract to the Offeror who proposes the best value whether it is to: one, two, or three Offerors as described in this section. Offeror resources shall be exclusive per zone”. Is the exclusivity of the resources per zone inclusive of the key personnel (i.e., can a key person be proposed across multiple zones if an offeror decides to bid 2 or 3 zones – or, can a key person only be proposed for one zone?)

Solicitation Key Personnel are exclusive to the zones and cannot be proposed across multiple zones.

4 Is an awardee required to provide technical assistance from the FEMA Region IX Office in Oakland, or can they assist from a remote location in California, such as San Diego?

Section 1.3 of the PWS (Key Personnel) requires that the contractor's Program Manager or alternate shall be accessible to the CO/COR 24 hours a day, 7 days per week to plan for and begin deploying personnel to field locations. FEMA does not specify the physical location of the PM, only the individual's availability.

5 The instructions in Section L.8 and Section M.9, Volume III, state:

"Offeror shall submit three (3) Government and/or commercial contracts awarded within five (5) years of the date of this solicitation on which the Offeror has performed as the prime contractor." Limiting projects to those that were awarded within the past 5 years precludes inclusion of recent, relevant projects that are ongoing and have been performed for more than 5 years. Please confirm that projects may be included that have been performed within the past 5 years.

Solicitation, Section L.8 Proposal Submission, Volume III; Section M.9 Evaluation Methodology, Volume III

Award within the past 5 years is not required. Sections L.8 and M.9 have been revised to require the Offeror to submit three (3) Government and/or commercial contracts on which the Offeror has performed as the prime contractor within five (5) years of the date of this solicitation.

6 For Mid‐Level and Senior‐Level professionals, will an advanced degree (e.g., a Master’s degree) count toward buying down the years of experience required, in the same way that a professional registration does?

Attachment J003 ‐ Labor Categories & Qualifications

No. The degree requirements and years will remain the same as stated in Attachment J003 ‐ Labor Categories and Qualifications

7 Our previous experience with FEMA for a newly formed joint venture with two members, both of whom have a seat on the joint venture’s management committee, has been that the Government will count relevant experience and past performance from the individual joint venture members in evaluating Volumes I and III. Please confirm that, for this solicitation, relevant experience and past performance may be provided from individual joint venture members.

Solicitation, Section L.8 Proposal Submission, Volume III; Section M.9 Evaluation Methodology, Volume III

Yes, in reference to Volumes I and III of the solicitation, offerors may submit proposals based on relevant experience and past performance as the prime, joint venture or under a teaming agreement. FEMA will recognize the integrity and validity of contractor team arrangements that conform to the requirements of FAR 9.6.

8 Please confirm that the Government will count relevant experience and past performance from a significant subcontractor‐‐defined as an exclusive subcontractor with resources 5committed to this project, as outlined in the subcontracting teaming agreement‐‐in evaluating Volumes I and

III.

Solicitation, Section L.8 Proposal Submission, Volume III; Section M.9 Evaluation Methodology, Volume III

Volume I ‐ Relevant Experience: yes, the Government will count relevant experience of subcontractors if they are submitting a proposal as prime, joint venture or under a teaming agreement. Volume III Past Performance ‐ the Government is seeking the past performance of prime contractors;

however, this includes Joint Ventures and Team Agreements which means the Offeror must demonstrate past performance as at least one of the three: Prime/Joint Venture/Teaming Agreement; in order to be evaluated for selection. The Government is not requesting Offerors propose under Volume III Past Performance as a "subcontractor."

9 The attachment states, “The Contractor’s key personnel performing work under this contract must have a Moderate Risk Background Investigation...” Are the key personnel required to have a Moderate Background Investigation completed at the time of proposal submission, or may the investigation be completed after award? If prior to submission, without being an incumbent contractor it will be difficult to meet this requirement.

Is the Government willing to initiate the Moderate Risk Background Investigation for our proposed key personnel at this time? However, even if the investigation started today, it may not be completed by the time the proposal will be required to be submitted.

Attachment J002 Security, p. 1 Key Personnel are not required to have a Moderate Background Investigation completed at the time of proposal submission. The Contractor’s key personnel performing work under this contract must have a Moderate Risk background Investigation and must maintain the level of security for the life of the contract. All key personnel must submit all required security documents as identified in attachment J002

– Security, within five (5) calendar days of the base contract award. The language will be revised in Section C of the solicitation, Paragraph 1.4.1 of the PWS and attachment J002 ‐ Security.

10 This section refers to the use of “local” firms to the maximum extent possible. What is the government’s definition of local? Is it firms located in the County of the disaster, State, Region, Zone, or within the 59‐mile local definition from Federal Travel Regulations?

Solicitation, Section C.1, 1.6, Staffing Compliance (Stafford Act)

As defined by FAR Part 26. 2, Disaster or Emergency Assistance Activities, the Contracting Officer (CO) in consultation with the Requirements Office, shall define the specific geographic area for the local set aside. This will be determined at the Task Order (TO) level.

11 The bold italic text in item 2 (contract) and 3 (resources) of the table is nearly identical. The language appears appropriate for a contract, but not resources. Please clarify what is required for item 3.

Solicitation, L.8 Proposal Submission, Volume 1, Table 1

Item 2 in Section L.8 of the solicitation specifically requires a prime or subcontractor who has performed under a Services contract. Item 3 has been revised to read as, "Offeror must identify at least 40% of the Resources needed to perform as the Prime, Joint Venture or under a Teaming Agreement from at least one (1) contract/task order."

12 The evaluation criteria states that the "Quality Control Plan will be evaluated to determine the adequacy of the Quality Level Matrix…" However, the instructions in Section L.8 Proposal Submission, Volume III, do not refer to a Quality Level Matrix.

Please clarify what is required in the Quality Level Matrix.

Solicitation, M.9 Evaluation Methodology, Sub‐factor 3

The Government has revised Sections L.8 and M.9 (Sub‐factor 3 ‐ Quality Control Plan)

13 The instructions state that the Quality Control Plan should address "management of services to include: staffing, how work will be accepted/issued, procedures followed to ensure services are performed in a timely manner and of high quality." However, Sub‐factor 1 already requires description of our management approach. In addition, the evaluation criteria in Section M.9, Volume II, Sub‐factor 3, indicate that evaluation will consider the monitoring of the quality of the program. Please confirm that Sub‐ factor 3 should be limited to quality control methods, rather than reiterating descriptions of our actual management approach.

Solicitation, L.8 Proposal Submission, Volume II, Sub‐ factor 3

Offerors should not reiterate Subfactor 1 management approach, rather Offerors are requested to demonstrate methods/measures to ensure the high quality performance of task.

14 Will the government consider consenting to subcontract to all subcontractors evaluated during negotiations, per subparagraph

(j) of the FAR Clause?

Section I, p. 45 The contractor must notify the Contracting Officer in advance of placing any subcontracts for which consent is required in accordance with FAR 52.244‐2(e)(1).

15 Will the government also consider incorporating HSAR Clause 3052.219‐72 (Evaluation of prime contractor participation in the DHS mentor protégé program)?

Section I, p. 45 No, the Government will not have an evaluation factor for the DHS mentor protégé program.

16 Under the DPAS program, a contractor is mandatorily required to either accept or reject a rated order. In such an event that a contractor determines to reject such an order, how would the work then be completed?

Section H, p 42 In accordance with the solicitation G.5, the Government reserves the right to compete requirement amongst the other contractors.

17 Under “Submission Requirements,” the contractor must describe an overall plan for several key items, including accessing. How does the Government describe “accessing” in terms of the requirements set forth within this Request for Proposal?

Section L, page 69 Yes, in reference to Volumes I and III of the solicitation, offerors may submit proposals based on relevant experience and past performance as the prime, joint venture or under a teaming agreement. See Q&A 73 and 146.

18 It is understood that the Government will not allow contractors to bill for pre‐screening and vetting of candidates as part of M&A expense. Given the government requires 400 employees to be staffed, which may be a considerable expense, under which pricing component (pricing schedule) does the Government anticipate offerors propose such costs for reimbursement for the background checks?

Section C, PWS (pages 13 and

14) and RFI Vendor Responses (page 5 of 37)

The Government has allocated under the Performance Work Statement and Section C of the solicitation, Objective 1 ‐ Readiness Management and Administration (M&A) Services, which includes (but is not limited

to) the costs to train, badge, and maintain a deployment‐ready workforce listed.

19 There is a contradiction between the Government responses to the RFI and the RFP. Under Question 85, the Government states that the anticipated guaranteed minimum under this contract will be $500,000; however, the guaranteed minimum under the solicitation states $50,000. Please clarify.

Section B, page 6 and RFI Vendor Responses, page 23 of

The RFI was only a vehicle to gather information; whereas, the RFP is the official/formal vehicle to request proposal.

Per Section B.4 of the solicitation, the guaranteed minimum amount is $50K.

20 What is the initial time commitment from the two Contractor staff identified as trainers to complete FEMA’s train‐the‐trainer program? Is any specific background required or requested for these two individuals? How is the Government intending to compensate offeror for Train the trainer training

RFP, Section 1.4 Tasks (Training) 1. FEMA’s expectation is to have the trainers’ trained and ready to train their remaining staff by the end of the transition period. FEMA expects that the Contractor’s trainers will train their remaining staff to be deployment ready at the time of Task Order assignment. FEMA will finalize the details of the training during the base contract kick off meeting.

2. It is up to the offeror to determine the qualifications of the individuals who will train its own staff. FEMA has specific qualifications for the training of FEMA staff as identified in attachment J003 of the solicitation.

3. The costs will be covered under M&A, as described in section 1.4.1 of the PWS.

21 Trainer is listed as one of two additional PMO staff members.

Readiness Tab of pricing schedule contains estimates for two staff to travel; however, it does not contain row(s) under position labor categories for trainers or alternative labor categories proposed. Please clarify.

Attach J008 The offeror cannot propose alternative labor categories. The Government has removed all references to alternative labor categories in both the PWS and the solicitation. The trainer has been added to the pricing schedule and B.6 of the solicitation.

22 Is the Recommended PA Coursework listed for each labor category part of the Trainer‐the‐Trainer curriculum or is that suggested in addition to the FEMA required training? Will this include training in the new PA Process?

Attachment J003 The training courses in J003 are recommended curriculum. The offeror should determine the courses required for their staff to take as part of their overall knowledge of the PA Program. Costs, to include hours for training and travel, shall be proposed by the contractor under the readiness tab in attachment J008. Revisions have been made to Section 1.4.1, Training, of the PWS and Section C of the solicitation.

23 Given there is a federal holiday within the time frame of proposal development, will the Government consider an extension of the due date to June 15, 2017?

RFP, Proposal Due Date The Government has taken into consideration the Federal holiday on May 29, 2017. Proposals are still due June 1, 2017 by 2PM EST.

24 Please confirm that the Government will assess past performance based on work performed during the past five (5) years rather than work awarded during the past five (5) years.

Section L, pg 70 and Section M, pg 77, Volume II, Factor 2 – Past Performance and

Award within the past 5 years is not required. Sections L.8 and M.9 have been revised to require the Offeror to submit three (3) Government and/or commercial contracts on which the Offeror has performed as the prime contractor within five (5) years of the date of this solicitation.

25 Given the pricing schedule, specifically the Readiness Tab, is a locked worksheet, how does government intend for offeror to propose PMO pricing and/or alternative labor categories?

Attach J008 The offeror cannot propose alternative labor categories. The Government has removed language from the PWS and the solicitation referencing alternative labor categories.

Yellow shaded fields on the pricing schedule are not locked, and should be used by Offerors to propose pricing.

26 Under the evaluation requirements, Key Personnel are listed in Section M strictly as Program Manager, Deputy Program Manager, Contract Manager and Deployment Readiness Manager. Given alternative labor categories are permitted, will the Government confirm that it is permissible to submit resumes for any Key Personnel otherwise substituted or must proposals be restricted to the four (4) labor categories identified?

Sec M, p 75, Key Personnel Evaluation Requirements

The offeror cannot propose alternative labor categories. The Government has removed the language from the PWS and the solicitation.

27 Is the Offeror required to submit the “Phase‐in Plan” required under Paragraph B.9, or any information pertaining to this plan with its proposal?

B. Supplies or Services/Prices.

B.9 Transition/Phase‐in Period.

(p. 10)

The Phase‐in Plan is not required for submittal with the proposal. The Government will determine at the base contract kick off meeting when the Phase‐in Plan is to be submitted. The kick off meeting is scheduled five (5) business days after contract award.

28 For purposes of pricing the M&A task order, will the Kick‐Off/Post Award Conference/Periodic Partnering Meetings referenced under Paragraph 1.6 of the PWS be covered by the “Transition” Task Order or the M&A Task Order?

B. Supplies or Services/Prices.

B.9 Transition/Phase‐in Period.

(p. 10)

The Kick‐Off/Post Award Conference is covered under the transition Task Order.

The Periodic Partnering Meetings referenced under Paragraph 1.6 of the PWS is covered under the M&A Task Order.

29 Will the government issue a separate task order for the “Transition/Phase‐In Period”, or will it be covered under the M&A task order? Some of the transition effort appears to be the same as the M&A effort required under paragraph 1.4.1 of the PWS.

B. Supplies or Services/Prices.

B.9 Transition/Phase‐in Period.

(p. 10)

The Government will award a transition Task Order separate from the Firm Fixed Price Task Order for annual M&A. The Government will issue a transition TOPR post award.

30 “Within 60 calendar days of receiving train‐the‐trainer training, the Contractor shall be responsible for training their remaining staff on the specified PA courses as identified by labor category in Attachment 2 of the PWS – Labor Categories, Qualifications, and Tasks.” The RFP states a strong preference for local staff and local firms. Most of these “local” entities will not be known until the event occurs. Will the government allow a certain percentage of staff badging and training be delivered on a just‐in‐time basis?

C. Performance Work Statement. 1.4 Tasks (p. 13‐14)

The Government is utilizing a Indefinite Delivery Indefinite Quantity (IDIQ) contract vehicle and Time and Materials (T&M) type contract because of the difficulty involved in forecasting future requirements. The IDIQ/T&M allows the Government some flexibility to make these determinations at the task order level. In addition, the PWS, Training has been revised to read as, ").

FEMA expects that the Contractor’s trainers will train their remaining staff to be deployment ready at the time of Task Order assignment. FEMA will finalize the details of the training during the base contract kick off meeting."

31 Key Personnel definition states that “an offer can be rejected if it does not have a firm commitment from the persons that are listed in the proposal.” How do we show the commitment of the key personnel to this project in an acceptable manner? Is a signed statement acceptable?

Performance Work Statement.

Part 2 (p. 21)

The language has been removed from Attachment J001 ‐ PWS and Section C of the solicitation. However, reference the solicitation H.2 3052.251‐70(a) and (b) Key Personnel regarding removing or replacing personnel or facilities.

32 Paragraph H.24 states that “Offerors must submit to the Contracting Officer a Small Business Subcontracting Plan within seven (7) calendar days after award. Section M, Volume V states that “Large businesses must submit a Small Business Subcontracting Plan in accordance with Section H of the Solicitation.” However, the first sentence of Volume V states that the Government will review the Subcontracting Plan for submission and completeness and any omission may render the Offeror’s proposal nonresponsive. Please provide clarification as to whether the Subcontracting Plan is required with the proposal or after contract award.

H. Special Contract Requirements. H.24 Small Business Subcontracting Plan (p.

42)

The subcontracting plan is due within 7 calendar days of award. Subcontracting Plan language has been removed from Section M, Volume V.

33 Will an individual small business subcontracting plan be required for each task order that meets the dollar threshold?

H. Special Contract Requirements. H.24 Small Business Subcontracting Plan (p.

42)

Subcontract plans are not required for each Task Order. However, reference FAR clause 52.219‐9 for further information regarding subcontract reporting system, individual plans, master plan, etc.

34 In reference to the content that is to be listed on the “first page of the proposal,” is this to be included within all 5 volumes?

L.9 Instructions to Offerors. (p.

67)

Reference solicitation Section L.7, "The Offeror shall provide a cover sheet for each volume. Each volume shall clearly identify respective title; volume number; solicitation number; and the Offeror’s name. Proposals shall be confined to the appropriate volume, and content shall be of essential matters that are sufficient to define the proposal in a concise manner, and to permit a complete and accurate evaluation of each volume."

35 Is “first page of the proposal” content, cover letter, table of contents, and divider pages excluded from page count restrictions?

L.9 Instructions to Offerors. (p.

67)

Reference solicitation Section L.7, the cover sheet will not count against page limitations.

Revised language in Section L.7 includes, "table of contents and dividers will not count against page limitations."

36 Are 11x17 size pages allowed? Are they counted as 1 or 2 pages? L.9 Instructions to Offerors. (p.

67)

No, offerors shall use legal size (8.5x14), and they are counted as 1 page.

37 Do both members of a newly formed joint venture need to meet the requirements of Volume I individually or is combined experience submitted by the joint venture offeror acceptable for a pass rating?

L.8 Proposal Submission.

Volume I – Relevant Experience

(p. 70)

Proposals submitted by a Joint Venture will be evaluated as a combined effort under the Joint Venture Agreement. If two or more parties have formed a joint venture the Government will evaluate a consolidated proposal that is inclusive of all parties.

38 Submitting teaming agreements or subcontract agreements for each subcontractor would result in a very large number of pages in this volume. Are there any parameters for which Teaming Agreements FEMA is most interested in seeing, say Joint Venture Agreements and exclusive agreements with major subcontractors only?

L.8 Proposal Submission.

Volume V – Standard Forms and Other Submittals (p. 71)

Volume V does not have a page limit. The Government will not require parameters for which Teaming Agreements, Joint Ventures Arrangement/Agreements are submitted.

39 Is a separate Small Business Subcontracting Plan required for each zone submittal, if the offeror plans to submit on multiple zones?

L.8 Proposal Submission.

Volume V – Standard Forms and Other Submittals (p. 71)

Yes, a separate small business subcontracting plan will be required within 7 calendar days after award, which includes a separate small business subcontracting plan for each zone if an offeror is awarded more than one zone.

40 Will each set of zone proposals be evaluated independently of one another? How will the government determine which zone to award to each contractor?

M.6 Basis for Award – Best Value/Trade Off (p. 73)

Yes, zone proposals will be evaluated independent of the other zone proposals.

Award will be made in accordance with Section M.6 of the solicitation.

41 Are there separate evaluation panels for each zone? M.6 Basis for Award – Best Value/Trade Off (p. 73)

Yes, the Government will have separate evaluation panels for each zone.

42 What are the relative weights for each subfactor under Factor 1 – Technical?

M.9 Evaluation Methodology (p.

75‐76)

In accordance with the solicitation Section M.8, the Government has not assigned weights for each subfactor. Instead, the Government has assigned "order of importance."

43 J008 indicates the Management and Assistant Task Order will be firm fixed price and the Offeror’s proposed price will not exceed 3% of the total estimated labor costs. What specific tasks in the PWS does the 3% factor represent?

Attachment J008 The 3% only applies to the field labor category positions at the Task Order level and not the "Readiness" Tab. This information has been revised in Attachment J008 ‐ Pricing Schedule.

44 J008 indicates that the M&A CLIN 001 will be issued as a Fixed Price Task Order. Does the government also intend to issue the Readiness Task Order (CLIN 002) as a Fixed Price Task Order? Are the hours provided in J008 for the Readiness Task Order provided for evaluation purposes only? If not, will the selected Contractors be provided the opportunity to submit a fee proposal for the Readiness Task Order after award during the Transition Period?

Attachment J008 Yes, the government also intends to issue the Readiness Task Order as a Fixed Price Task Order. Removed reference to CLIN 0002 under the Readiness Tab. The information contained within the Readiness tab is all CLIN 0001. Refer to the instructions under attachment J008. The hours provided are to be used to price the Fixed Price Readiness Task Order. The government reserves the right to vary labor hours in different quantities. No, the contractor cannot submit a fee proposal after award. Refer to B.6 of the solicitation.

45 How were the total hours for each labor category determined? Attachment J008 The hours are based on historical information and engineering build‐up estimations. It was based on all the tasks associated with Objectives 1.4.1 and Objective 1.4.2 of the PWS.

46 How was the level of effort (total hours) associated with the M&A/Readiness key personnel hours determined?

Attachment J008 The hours are based on historical information and engineering build‐up estimations. It was based on all the tasks associated with Objectives 1.4.1 and Objective 1.4.2 of the PWS.

47 The positions listed under M&A Readiness/PMO Staff only request one rate for each position. However, the Master Pricing tab requests First, Mid, and Senior level rates for each of those positions. Which level rate should offerors use on the Readiness tab for each of the M&A personnel?

Attachment J008 The information has been revised in attachment J008, Master Pricing Tab, and B.6 of the Solicitation

48 Will CLIN 001 be applied on each task order including the firm fixed price M&A/Readiness task order?

Attachment J008 Yes.

49 The Readiness tab does not appear to have hours built in for training or badging tasks other than PMO staff training or investigation paperwork. Please clarify where this cost is to be identified?

Attachment J008 The master pricing sheet has been revised to account for the costs under the readiness tab.

50 Should the fully burdened labor rates in J008 be inclusive of profit? If not, how should the Offeror propose profit for the M&A task order and Transition Task Order?

Attachment J008 Yes. Reference FAR Part 16.6

51 1.4.1. Objective 1 ‐ Readiness Management and Administration (M&A) Services (Page 13) mentions the use of 2 train‐the‐trainer staff. This is not reflected in Attachment J008. Please clarify.

Attachment J008 The master pricing sheet has been revised to account for the costs under the readiness tab.

52 1.4.1. Objective 1 ‐ Readiness Management and Administration (M&A) Services (Page 13) suggests that alternative labor categories may be proposed. Attachment J008 is not set up to allow this. How would labor hours be assigned to these alternative labor categories?

Attachment J008 The offeror cannot propose alternative labor categories. The Government has removed language from the PWS and the solicitation referencing alternative labor categories.

53 1.4.1. Objective 1 ‐ Readiness Management and Administration (M&A) Services (Page 14) states the cost of training staff is an allowable cost; however, it does not seem to be accounted in the M&A or Readiness Tab in Attachment J008. Please clarify.

Attachment J008 The master pricing sheet has been revised to account for the costs under the readiness tab.

54 There is no CLIN identified for CRC tasks – how will CRC requested work be tasked?

Attachment J008 There is no specific CLIN for CRC. The CRC is a work location.

55 There is no field rate for PMO labor categories. How does FEMA want the field rates for planner/admin staff presented for field/onsite support?

Attachment J008 The rates proposed on the Master Pricing Tab will be utilized for the field PMO.

56 Section L.8, Volume II, Factor 1, Sub‐factor 2 Key Personnel does not indicate that the key personnel resumes are excluded from the page count. Section M.9, Volume II, Factor 1, Sub‐factor 2 Key Personnel title does state that the key personnel section is “not included in page requirement”. Please verify that the key personnel resumes are not included in the 30 page limit for Volume II.

Section L.8, Volume II, Factor 1, Sub‐factor 2 & Section M.9, Volume II, Factor 1, Sub‐factor 2 Key Personnel

No. They were not included. However, Key Personnel Sections L & M of the solicitation have been revised to read as: "...4 page limitation for each key personnel or not to exceed 16 pages".

57 Section L.8, Volume II, Factor 1, Sub‐factor 2 Key Personnel, 1st sentence states that the “offeror shall submit a four (4) pages resume for each key personnel…”. Section M.9, Volume II, Factor 1, Sub‐factor 2 Key Personnel, 4th sentence states that “key personnel resumes shall be four (4) pages in length” which can be interpreted as 4 pages total for all resumes (i.e., 1 page per resume). Please clarify the maximum length for each key personnel resume (i.e., 4 pages each or 1 page each).

Section L.8, Volume II, Factor 1, Sub‐factor 2 Section M.9, Volume II, Factor 1, Sub‐factor 2 Key Personnel

Key Personnel Sections L & M have been revised to read as: "...4 page limitation for each key personnel or not to exceed 16 pages".

58 In the RFP Section M.6 Basis for Award – Best Value / Trade Off, 1st paragraph, last 2 sentences state that “FEMA reserves the right to award a contract to the Offeror who proposes the best value whether it is to: one, two, or three Offerors as described in this section. Offeror resources shall be exclusive per zone”. Is the exclusivity of the resources per zone inclusive of the key personnel (i.e., can a key person be proposed across multiple zones if an offeror decides to bid 2 or 3 zones – or, can a key person only be proposed for one zone?)

M.6 Basis for Award – Best Value / Trade Off, 73

Per the solicitation, Key Personnel are exclusive to the zones and cannot be proposed across multiple zones. In addition, M.6 has been revised to read as: Offeror resources shall be exclusive per zone to include key personnel.

59 In Section L.9, Volume II, Factor 1, Sub‐factor 1 (Technical and Management Approach Capabilities), the offerors are required to describe their understanding of the overall requirement of the PWS in 20 pages. In view of the expansiveness of various requirements contained in the PWS and the foregoing page limitation, could the Government provide guidance as to which sections in the PWS should be the focus of the offeror's response?

Section L.9 Volume II Factor 1 Sub‐factor 1, 73

Offeror shall describe their understanding of the overall requirement as outlined in tasks

1.4.1 and 1.4.2 of the PWS and as identified in sub‐factor 1 of the solicitation.

60 In Section M.9, Sub‐factor 3 (Quality Control Plan), it is explained that the offeror's quality control plan will be evaluated to determine, among other things , the adequacy of the “Quality Level Matrix”. Could the Government provide a definition of the elements required in the "Quality Level Matrix"?

Section M.9 Sub‐factor 3, 78

The solicitation has been revised under Sections L.8 and M.9 (Sub‐factor 3 ‐ Quality Control Plan).

61 Section L.8, Volume II, Subfactor 1 states in part: "…. This shall include at a minimum the ability to function jointly with FEMA;

Professional Services and Management and Administrative Services." Concerning the context of "Professional Services", PWS 1.4.2 is titled "Professional and Non‐Professional Services".

Is the Government also referring to "Non‐Professional Services" in Subfactor 1?

1.4.2, and Subfactor 1, L.8 Volume II, 14 and 70 of RFP

Yes, the solicitation under Section L.8, Sub‐ factor 1, has been revised to include Non‐ Professional Services .

62 Page 18, Staffing Compliance (Stafford Act): The Contractor will prepare a tracker in their TOSR that shows the labor mix on the task order. It will illustrate at least the labor category, number of personnel, monetary value, and local versus non‐local firms and any other labor and/or staffing related trend as identified by the CO. In addition, upon request, the Contractor will provide an addendum to their personnel report that shows how it intends to maximize to the highest extent practicable the use of local firms to supplement its labor pool in support of this contract. The Contractor will be required to meet goals as set by the CO in regards to local versus non local firms. [bolded for emphasis]

G.6.......Zone Contractors shall demonstrate in their Technical Approach how the proposed personnel will support the specific labor categories and task listed in the SOW while providing an effective/efficient “local” versus “nonlocal” labor hire mixture.

Task Order proposals shall identify specific labor categories and designate them as “local” and/or “non‐local”. As a general matter, no percentage or mixture is designated, however, more emphasis is placed on providing a higher number of local hires to support overall proposed strategies in accordance with FAR

26.202. Each individual task order may provide more specific

local hire targets, or require a full local hire transition over time.

1.4.1 Background Check / Badging..............The Contractor shall have thirty percent (30%) of their staff submit all required security documents as identified in attachment 1 ‐ Security within 30 calendar days of the base contract award. Thereafter, the Contractor shall have the remaining staff submit all required security document with two 2) months.

PWS‐1.6 (Stafford Act Compliance) G.6; PWS 1.4.1 Background Checks/Badging, RFP page 18 (Stafford Act Compliance), page 31 (G.6), page 13 (Background Checks/Badging)

See question / answer 63.

Comment. We understand the necessity to have 400 ‘badged and ready’ staff to deploy to the field immediately upon a declaration of emergency. Further we also understand the desire to maximize the use of “local” staff. These two goals are likely to create a situation where badging efforts and costs will be additive as offerors badge the initial 400 staff and then the additional local staff subsequent to the disaster area when the area is known. Eventually the badging of local staff is likely to impact offeror's ability to retain the initial 400 badged roster staff as rosters move towards the local badging model thus limiting work for the first 400 badged staff.

Questions Would the Government consider allowing offerors additional time for badging the remaining 70% of the staff to allow for targeting certain high risk disaster areas once the offerors' zones are known to minimize the badging process expense?

PWS‐1.6 (Stafford Act Compliance) G.6; PWS 1.4.1 Background Checks/Badging, (Continuation of the previous question)

In total, the contactor shall complete all security document submissions for all their staff within three (3) months of the start of the transition period. Refer to the PWS section 1.4.1 Background Checks/Badging

64 J003 Certified Public Accountant, Financial Analyst, and Accountant Labor Category requires (1) Accountant. However, J008 has no labor category for "Accountant" within the Master Pricing worksheet. Can the Government verify if the "Accountant" should be added to the Master Pricing worksheet?

And if so, what level?

Attachments J003; and J008, Certified Public Accountant, Financial analyst and Accountant‐Accountant

The master pricing worksheet and B.8 of the solicitation has been revised to include the "Accountant".

65 Attachment J008 Master Pricing does not have any template allocation for overtime rates for non‐exempt employees. How are offerors to submit pricing for non‐exempt rates per Clause H.17?

Clause H.17 Attachment J008, RFP page 39

We are not looking for overtime rates at this time. It will be determined after contract award or when it becomes applicable. In accordance with Section H.17 of the solicitation, nonexempt‐overtime hours worked will be paid on a time and a half basis unless a deviation is approved in writing by the contracting officer.

66 From the "Training" paragraph, last sentence: "Within 60 calendar days of receiving train‐the‐trainer training, the Contractor's trainer staff shall be responsible for training the Contractor's remaining staff on the specified PA courses as identified by the position and labor category in Attachment 2 [believe this should be Attachment J003] of the PWS ‐ Labor Categories, Qualifications, and Tasks.

Questions A. The training courses in J003 "Recommended PA Course Work" when applied to the staffing quantities equates to over 28,000 training hours (i.e. approximately 15 Full Time Equivalents). Are the travel and labor hours provided for each positon included in J008 cost model?

B. Post award, how will Zone Contractor's be reimbursed for the required training outlined in J003?

J003, Recommended PA Course Work; PWS 1.4.1 ‐ Training, and J008 Labor and ODCs, RFP, J003, J008, and Page 14

The training courses in J003 are recommended curriculum. The offeror should determine the courses required for their staff to take as part of their overall knowledge of the PA Program. Costs, to include hours for training and travel, shall be proposed by the contractor under the readiness tab in attachment J008. Revisions have been made to Section 1.4.1, Training, of the PWS and Section C of the solicitation.

67 Does the Government intend to award a Transition / Phase‐In Period task order to reimburse Offerors for these activities that are required to occur prior to the official contract start date of 12/1/2017?

Solicitation Section B.9, Transition / Phase‐In Period states that “During the phase in period, the Contractor shall become familiar with performance requirements, hire and train personnel, and submit documentation for employee background investigation/badging as stated in the Performance Work Statement (PWS) paragraph 1.4.1.

The Government will award a transition Task Order separate from the Firm Fixed Price Task Order for annual M&A. The Government will issue a transition TOPR post award.

68 Attachment J008 – Pricing Schedule does not include a Transition / Phase‐In Period pricing option. If the Government will reimburse Offerors for these activities, how does the Government intend to determine the Transition / Phase‐In Period task order price?

Solicitation Section B.9, Transition / Phase‐In Period states that “During the phase in period, the Contractor shall become familiar with performance requirements, hire and train personnel, and submit documentation for employee background investigation/badging as stated in the Performance Work Statement (PWS) paragraph 1.4.1.

The Government will award a transition Task Order separate from the Firm Fixed Price Task Order for annual M&A. The Government will issue a transition TOPR post award.

69 Solicitation Section I.10(a) states "The nature of the conflict of interest and the limitation on future contracting DHS/FEMA Public Assistance Program ." Please confirm that this clause applies to future contracting on solicitations issued by applicants or sub‐applicants using funding provided by the DHS/FEMA Public Assistance Program.

A conflict of interest applies to any Offeror who may have a conflict of interest in any way associated with the Public Assistance Program, including but not limited to those who use funding provided by the Public Assistance Program, or who may have or seek award of contracts or subcontracts based on funding from the Public Assistance Program. In accordance with FAR part 9.5, contractors who identify a potential COI must provide a mitigation plan.

70 1. Solicitation Section I.11 Limitation of Future Contracting states, “(b) The nature of this conflict is DHS FEMA Public Assistance Technical Assistance.” Please confirm that the nature of this conflict refers to prime contractors or subcontractors being ineligible to perform work as a result of solicitations issued by an applicant or sub‐applicant based on funding from the DHS/FEMA Public Assistance Program.

A conflict of interest applies to any Offeror who may have a conflict of interest in any way associated with the Public Assistance Program, including but not limited to those who use funding provided by the Public Assistance Program, or who may have or seek award of contracts or subcontracts based on funding from the Public Assistance Program. In accordance with FAR part 9.5, contractors who identify a potential COI must provide a mitigation plan.

71 Solicitation Section I.10 Organizational Conflict of Interest. If a Prime contractor is deemed to have an organizational conflict of interest for work required within the contractor’s awarded Zone, does the Government intend to compete a task order between the other PA‐TAC IV zoned contractors?

If there is a COI, depending on the CO's determination with respect to the extent of the COI and the viability of mitigation, either the TO will be competed amongst the other zone contractors, or the Government will Terminate and recompete.

72 Solicitation Section I.10(c)_2 states "[the offeror] has included information in its proposal, providing all current information bearing on the existence of any actual or potential organizational conflicts of interest..." Please confirm that the Government intends that this clause requires offerors to provide a list of all contracts with entities that may potentially receive future funding from the DHS/FEMA Public Assistance Program.

A conflict of interest applies to any Offeror who may have a conflict of interest in any way associated with the Public Assistance Program, including but not limited to those who use funding provided by the Public Assistance Program, or who may have or seek award of contracts or subcontracts based on funding from the Public Assistance Program. In accordance with FAR part 9.5, contractors who identify a potential COI must provide a mitigation plan.

73 Solicitation Section L.8 Proposal Submission, Volume II Technical and Management Approach and Capabilities and Section M.9 Evaluation Methodology, Volume II Technical and Management Approach and Capabilities. The Government states that Offeror shall describe an overall plan for Organizing, Accessing, Staffing, Training, Managing requirements and resources, and Mobilizing/Deploying. Please confirm that the Government’s definition of Accessing refers to Performance Work Statement, Paragraph 1.4.1.2, Background Checks / Badging.

Revised section L.8 and M.9 (Sub‐factor 1 ‐ Technical and Management Approach and Capabilities). See questions & answers 17 and 146.

74 Solicitation Section L.8, Volume II Technical, Sub‐Factor 1 second bullet and Solicitation Section M.9, Volume II Technical, Sub‐ Factor 1 second bullet state that offerors “shall also demonstrate and identify prepositioned resources and capabilities exclusive to the zone and not shared among the different zones if proposing on more than one zone.” Please confirm that the requirement for exclusive resources refers only to resources and capabilities prepositioned within the defined zone, and that offerors may designate other resources as nationwide resources/capabilities.

The offeror must identify prepositioned resources and capabilities exclusive to the zone and not shared among the different zones if proposing on more than one zone as stated in Section M.9 of the solicitation.

75 Does the Government intend that the 10 page Quality Control Plan required to be submitted within the Technical Volume meets the requirement defined in the PRS?

Solicitation Section L.8, Volume II Technical, Sub‐Factor 3 and Solicitation Section M.9, Volume II Technical, Sub‐Factor 3 describe the requirement for offerors to submit a Quality Control Plan limited to 10 pages.

Attachment J004 – PRS Item 5 requires offerors to submit a Quality Control Plan with the proposal.

Yes. The Government intends that the 10 page Quality Control Plan required to be submitted within the Technical Volume meets the requirement defined in the PRS

76 Will the Government accept a standalone Quality Control Plan submitted as an appendix to the Technical Volume that does not count against the page limit to meet the PRS requirement?

Solicitation Section L.8, Volume II Technical, Sub‐Factor 3 and Solicitation Section M.9, Volume II Technical, Sub‐Factor 3 describe the requirement for offerors to submit a Quality Control Plan limited to 10 pages.

Attachment J004 – PRS Item 5 requires offerors to submit a Quality Control Plan with the proposal.

No. The Government will not accept a standalone QCP as an appendix.

77 Solicitation Section L.8 Proposal Submission, Volume III Past Performance and Section M.9 Evaluation Methodology, Volume III Past Performance. Please confirm that the Government considers subcontractors as being included within the definition of the Offeror, thereby enabling inclusion of a past performance reference where the proposed subcontractor performed as the prime contractor.

Volume III Past Performance ‐ the Government is seeking the past performance of prime contractors; however, this includes Joint Ventures and Team Agreements which means the Offeror must demonstrate past performance as at least one of the three: Prime/Joint Venture/Teaming Agreement; in order to be evaluated for selection. The Government is not requesting Offerors submit Volume III Past Performance as a subcontractor.

78 Solicitation Section M.6, Basis for Award – Best Value / Trade Off states that “Offeror resources shall be exclusive per zone.”

Should an offeror be awarded more than one zone, this requirement would limit the ability of the government to access the best resources of that offeror when competing requirements across zones do not exist. Would the government confirm that this restriction applies only for proposal evaluation purposes and that offeror resources will be permitted to support FEMA’s needs on any awarded contract in coordination with the CO and COR so long as the nature of the requirement does not present an organizational conflict of interest?

The offeror is required to have resources exclusive to each zone. The government cannot provide a response on a hypothetical question; however refer to section 1.3 ‐ Zones in the PWS for further information on crossing zones. Additionally, OCI spans throughout the life of the IDIQ.

79 Solicitation Section M.6, Basis for Award – Best Value / Trade Off states that “Offeror resources shall be exclusive per zone.”

Should an offeror be awarded more than one zone, this requirement limits offerors’ ability to describe approaches to effectively manage and deliver the requirements as described in the Performance Work Statement, Performance Requirements Summary, and Labor Categories & Qualifications. Would the government consider removing this statement and require that offerors submitting proposals for more than one zone describe their capacity and capability to effectively manage and deliver support to multiple zones?

No. The statement will not be removed.

80 Performance Work Statement Section 1.3 states that “FEMA reserves the right to solicit support from other PA‐TAC IV zoned Contractors to supplement the capabilities of an awarded Contractor.” Solicitation Section M.6, Basis for Award – Best Value / Trade Off states that “Offeror resources shall be exclusive per zone.” This statement appears to prohibit offerors from delivering resources that are exclusive to their awarded zone to support requirements outside their awarded zone. Please reconcile this conflict.

There is no conflict. The statement is correct and will not be removed. Refer to Question 79 for additional information.

81 Performance Work Statement, Paragraph 1.4.1.2, Background Checks / Badging. Will FEMA require every individual that successfully completes the Background Check to immediately travel to a DHS or FEMA office to obtain a badge, or will FEMA allow personnel that do not reside near a DHS or FEMA office to receive a badge upon reporting to their assigned location when first deployed?

There are various badging locations located throughout the US and a list of locations can be provided during the kickoff meeting.

However, travel to badging locations should be included under the offeror's M&A (readiness) costs.

82 Performance Work Statement, Paragraph 1.4.1.2, Background Checks / Badging. Will FEMA allow personnel that receive a FEMA badge to retain the badge between deployments? If not, will FEMA allow the contractor PMO Support Staff to retain the badge between deployments so long as the individual remains employed by the contractor?

Contractor staff maintain the badge throughout the life of the IDIQ unless they resign or are terminated.

83 Performance Work Statement, Paragraph 1.4.1.3, Training. Please confirm that FEMA will provide electronic copies of the programmatic training materials.

Training materials will be provided electronically post‐award.

84 Will FEMA reimburse Contractors for the labor costs associated with the first 400 personnel required to attend the training?

Performance Work Statement, Paragraph 1.4.1.3, Training.

Please…