HSFE90-12-R-0035.A1.pdf

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HSFE90‐12‐R‐0035

QUESTIONS and ANSWERS:

1) For the FEMA pre‐solicitation HSFE90‐12‐R‐0035, is the expected start date Oct 1?

Yes

2) Will Task Orders be Firm Fixed Price or T&M, or is the strategy to have the Task Orders as cost‐ plus type?

It will depend on the nature of the work. Task Orders may be Firm Fixed Price, or

Time and Materials.

3) For small business set‐asides like the above presolicitation, can small business subcontract with large businesses or must they also subcontract with small businesses? If they can subcontract with large businesses, are there limitations? (See Question 6)

Small Businesses may utilize large businesses as subcontractors however, the following clauses apply:

FAR 52.219‐14(c)(1) Limitations on Subcontracting (Nov 2011):

(c) By submission of an offer and execution of a contract, the Offeror/Contractor agrees that in performance of the contract in the case of a contract for –

(1) Services (except construction). At least 50 percent of the cost of contract performance incurred for personnel shall be expended for employees of the concern.

Also, FAR 52.219‐8 Utilization of Small Business Concerns (Jan 2011) applies, reference paragraph (B)

4) In reviewing the subject Pre‐solicitation which was posted June 15, 2012, a question as to where the location for the work is to be done. The Pre‐solicitation shows the DEST and NIRT support being requested to be located in the National Continuity Branch, FEMA. Is this requested support different from the DEST and NIRT work which is currently being done in the Chemical, Biological, Radiological Nuclear Explosives Branch (CBRNE), FEMA, or should the Pre‐solicitation have instead reflected the work to be done in the CBRNE Branch, FEMA?

Work will not be performed in the National Continuity Branch. The work will be performed at either the contractor’s facility or within the National Capital Region.

5) Please advise if there is an opportunity to meet with the program manager during the week of

June 25th. (See Question 13)

In order to protect the competitive process, no meetings will be held during the solicitation phase. Any questions/correspondence are to be directed to the

Contracting Officer

6) Please clarify the meaning of 100% Small Business Set‐Aside in the pre‐solicitation announcement. In specific, please advise if this allows a small business to sub‐contract some of the work to a large business or if it means all of the work must be performed by a small business.

Small business may subcontract with large business. Also, please see answer to

Question 3.

7) Is this procurement effort the same requirement as HSFE90‐12‐I‐0033, CBRNE Expertise and

Technical Support? The Sources Sought and draft SOW were released back in January, please clarify whether these are the same and will be resulting in a single RFP, or if these are two completely different efforts.

Yes, RFP # HSFE90‐12‐R‐0035 is for the referenced Sources Sought and draft SOW notice released back in January.

8) How are these services currently performed (in house, contractor)?

The services are being performed through an Inter‐Agency Agreement (IAA).

If by a contractor,

a. What is the Contractor Name?

b. What is the Contract Number?

c. When was the contract awarded?

d. When does the contract expire?

e. What are the contract Period of Performance terms? (i.e. base and

4 one‐year options, etc.)

f. What type of Contract was awarded (Firm Fixed Price, ID/IQ, etc.)

g. How was the contract awarded (Full & Open, HubZone set‐aside, Small Business Set‐aside, Sole Source, etc.)

h. What is the current contract value or ceiling?

If there is not an incumbent, what is the estimated dollar value range for this requirement?

This is a new contract, the work is not being performed by a contractor, reference I.4 regarding estimated dollar value per year.

9) Where is the solicitation located in regards to the efforts discussed under HSFE90‐12‐R‐0035?

(See Question 12)

The solicitation may be located at www.fbo.gov, under Keyword search type in

HSFE90‐12‐R‐0035 and enter. On the new page click on the title link which will take you to the notice details where you will find the Solicitation link on the right hand side.

10) Please kindly advise if the above‐mentioned solicitation was released on June 29th, 2012, as indicated in the Presolicitation of June 15, 2012. (See Question 11)

The RFP was released on July 12,2012.

11) When is the subject Jun 29th solicitation expected to be released?

See answer to question 10.

12) Has the above titled solicitation been released? If so, where can I find it?

See answers to questions 9 and 10.

13) Would like to provide information about company's capabilities, and get more information about this opportunity. Would it be possible to speak with you, as well as potentially meet with

POCs within the Response Directorate?

Not at this time, see answer to question 5.

14) Please consider this request for a copy of the contract awarded under presolicitation number

HSFE90‐12‐R‐0035. Subject of presolicitation was Emergency Disaster Planning/Preparedness

Support. Agency is Department of Homeland Security and the office is Federal Emergency

Management Agency. If this is not the appropriate procedure to request copies of contracts please advise. Copy of contract is being requested for research purposes. I would like the contract either mailed or emailed to me.

The contract has not yet been awarded; contract can be requested via FEMA’s FOIA procedures after award.

15) Regarding the Evaluation Factors:

Factor 2 Key Personnel/Staffing Plan:

a) Under this heading the Project Manager has Minimum Experience and Education requirements. Under the SOW the Project Manager has the additional requirement of having

PMP certification or equivalent. If the proposed Project Manager does not have PMP certification but has significant experience and meets the other requirements is that candidate not acceptable?

PMP certification is suggested. Experience may be considered as a substitute.

Experience and other requirements will be considered in its equivalence to the PMP.

b) Does FEMA have an estimated level of effort in terms of Full time equivalents for this effort?

The effort for the base year is 44,520, Option Year 1 is 48,520 & Option Year 2 is

48,520 hours and approximately 7 to 15 individuals per year, with a majority in the analyst role.

16) May a newly established business be eligible to win the award on solicitation # HSFE90‐12‐R‐

0035?

There is no restriction on a newly established business being eligible for award.

Award will be in accordance with Sections M.1 through M.6

17) Chapter 2 of the NISPOM, Section 2‐101 ("Reciprocity") says that "An FCL shall be considered valid and acceptable for use on a fully reciprocal basis by all Federal departments and agencies, provided it meets or exceeds the level of clearance needed." Based on that, although we do not have an active TS FCL with DOD, it would seem that DHS should accept as equally valid our DOE

TS FCL.

Could you please check with your security office and advise what would be a reason for not considering our DOE TS FCL as valid and acceptable as the NISPOM seems to require?

FEMA will abide by the NISPOM. A DOE TS FCL is acceptable. Offerors must have TS

FCL at the time of propsals are submitted.

18) a) What is the accurate proposal number as the number on the cover page is different from the number in the header? (See Question 19d) HSFE90‐12‐R‐0035

b) Is past performance included in the 30 page limit for the technical proposal? YES

c) Regarding security requirements, is TS with SSBI sufficient or is TS/SCI mandatory for personnel?

TS are required for all personnel. All proposed personnel must have an active TS clearance at the time proposals are submitted. If SCI is required it can be obtained after award.

d) Are interim TS (at time of submission) sufficient for key personnel proposed on the contract?

An interim TS clearance at the time of proposal submission is not acceptable.

e) On page L‐9 through L‐10 the RFP separates direct labor, sub‐contractor labor and SMEs. If

SMEs are direct labor or sub‐contractor labor do they need to be identified separately in the business proposal? Yes

f) On page L‐6, Factor 2‐Key Personnel/Staffing Plan the RFP requests resumes of professional personnel, consultants and key personnel. In section M‐5 Factor 2‐Key Personnel/Staffing Plan the RFP requests the resumes of key personnel. Please clarify which resumes are requested.

Resumes of Key Personnel determined by Offeror, the terms “professional personnel” and “consultants” have been deleted from L‐6

g) Is FEMA expecting a technical response to the sample Task Order? Do offerors need to provide a sample budget aligned with the Task Order? No to both questions

h) What is the approximate period of performance for the first year and subsequent years?

The period of performance is a one year base period and two (2) one year option periods.

19) a) Would the government expand Labor Category descriptions for Labor Cats 1 thru 4 (Section L.

Factor 2, Key Personnel/Staffing) that include specific duties and responsibilities as has been provided in Labor Cat 5?

No, offerors shall define duties & responsibilities as it applies to their firm.

b) Will the government consider levels of Labor Categories in order to fulfill the anticipated requirements of the contract? Example: Analyst I, Analyst II, Analyst III (with associated minimum requirements and education). Yes

c) Do the resumes submitted with the RFP response serve as examples of the depth and skill sets available from the team; or, will these resumes be viewed by the government as committed resources available to support a task?

The resumes serve both purposes of examples of the depth and skill sets available and the committed resources available to support a task. Resumes will be evaluated in accordance with Section M.5., Factor 2.

d) Within the RFP package released on July 12, 2012 the solicitation is variously referred to as

#HSFE90‐12‐R‐0035 (cover sheet, Form 33 and the SOW) and on the headers of subsequent pages as #HSFE50‐12‐R‐0035 (Sections D‐L). Please clarify.

HSFE90‐12‐R‐0035 is the correct RFP #. The use of HSFE50‐12‐R‐0035 was in error.

Also see the answer to question 18a.

e) L.6 (A)(2) – 2nd paragraph states, “Front matter (title pages, tables of contents, cross‐ reference matrices, acronym lists, and glossaries) may be provided solely for the purpose of easing evaluation.” Under L.6(A)(3) it states that “title pages, table of contents; index pages;

blank/divider tabs; certifications; position descriptions; past performance questionnaires; the business proposal; cover letter; resumes (individual resumes limited to 2 pages); and letters of intent.” The question is specifically whether other front matter, such as “cross‐reference matrices, acronyms lists, and glossaries” count towards the page count or are also exempt from the page count as is the table of contents.

They are exempt.

20) Section L.7 DOCUMENTATION OF SECURITY REQUIRMENTS states that “…In order to be awarded a contract, offerors must certify that it currently has an ACTIVE TS FACILITY CLEARANCE

WITH THE DEPARTMENT OF DEFENSE. In addition, it is anticipated that some contractor proposed to perform under the resultant award will be required to have a CURRENT TS

CLEARANCE WITH SCI. Due to the need for contractor support immediately after award, pending clearances waiting approval are NOT acceptable.” Offeror has current Department of Energy

(DOE) Approved Facility Clearance S/RD. Proposed Program manager and other key staff have current DOE Approved “Q” clearance which is equivalent to DoD “TS”.

A TS FCL is required at the time proposals are submitted. DOE equivalent is acceptable.

Section 7.0 of the Scope of Work SECURITY (page 68 of the RFP) states: Contractor access to classified information is required under this contract. “Several on site Government locations in which work under the Contract is to be performed include areas authorized for TOP SECRET/SCI materials and restricted to protect LIMITED DISTRIBUTION information. Therefore, Contractor personnel, including the Project Manager, working tasks under this Contract which specify the need for a Top Secret security clearance, must possess a final U.S. Government TOP SECRET clearance based on a current Single Scope Background Investigation. Personnel security requirements, other than the Project Manager specified above, will be specified at the Task

Order level.” Please note that this clause does not mention anything about Facility clearance requirements and the Project Manager clearance is at Top Secret (no mention of SCI requirement).

Offerors must have an active TS FCL at the time proposals are submitted. An active TS

FCL is required for a contractor to supply TS cleared personnel under this contract.

Proposed personnel must also have active TS clearances at time proposals are submitted.

Section7.3 of the Scope of Work Personnel Security Clearances (page 69 of the RFP) states: The

Contactor will have all personnel who will be performing work for the Office of Policy cleared to a minimum Secret level, with a majority of the staff cleared at the TS‐SCI level. Contractor and subcontractor personnel, as well as individuals who are consultants to the Contractor, with access to certain specified classified information or locations, shall require Top Secret (TS/SCI).

TS/SCI access will be required for restricted government facilities. The highest level of work to be performed at the contractor’s facility will be Secret. To begin the contract, the Contractor shall have some personnel who already have TS‐SCI clearance. All other contractor personnel shall be required to possess a Secret clearance with the ability to obtain future TS‐SCI clearance before assignment to the project.

Question: Which of the security clearance requirements aforementioned above FEMA intends to apply in evaluation of the proposals?

See answer above. Security clearance requirements will be evaluated in accordance with Section M.6 as amended.

21) a) Are there an expected number of FTE's that will be associated with this contract?

See answer for question #15b.

b) What is the expected contract value?

This info is not releasable.

c) Is the fee going to be capped at a certain percent?

Fee is based on offeror’s business practices.

d) Are there set rates for inflation in labor costs that the government wishes us to use between the base and option years, or should we use our own based on our knowledge of the industry?

Offerors are to use their own rates based on knowledge of industry.

e) The instructions for Volume II stipulate that labor rates for SMEs should be established in a separate table. If an SME is designated as one of our labor categories, shouldn't this information simply go in the first required table and obviate the need for a separate table?

Yes, there will be no need for a separate table if the SME is so designated.

22) a) Neither section L nor M of the RFP comments on how we should address the Sample Task

Order in the submitted proposal. We suggest that an additional volume be created that is about

5 pages long that would allow contractors to address the sample task order.

Sample Task Order is for information purposes only, offerors may utilize this for technical information.

b) Para C.2. of Section L requires the development of fully burdened hourly labor rates with a corresponding table for cost estimating purposes. Paragraph M.4 states that a price analysis will be performed on the total evaluated proposed price for all 3 years. Will the government provide a level of effort estimate for both contractor and government site that will enable us to develop total pricing based on the burdened labor rates?

Price analysis will be based on the proposed labor rates.

c) The SOW, paragraph 3.3.4, requires contractor support for operational activities associated with NIRT asset deployments. Is it the government’s intent to have contractor personnel deploy with the NIRT or to provide “back office” support for NIRT deployments?

No, contract support staff will not deploy.

d) SF33 has a proposal due date of 12PM on Monday, August 13. Paragraph F.2 of Section L has a submittal time of 11:00 a.m. on the same day. Request clarification of time that proposal is due.

Proposals will be due at 11:00 AM EST on Wednesday, August 15.

23) a) As part of the technical response do we need to address how we would respond to the sample task? See answer to question 22a.

b) Does the term offeror refer to the prime or the team for purposes of past performance and experience? Prime and/or team.

c) Does the sample task need to be priced at this time? Most of this work is client‐site without

FEMA facilities support. If pricing is required, what portion of this task would be at gov’t site, if any? No, sample task order is not to be priced

d) Does TS‐SCI mean with or without Poly? No Poly, only TS is required at time of proposal submission.

e) Can proposed subcontractors and consultants have different rates than the Prime for the same labor category, or do all team members have to fall within a single rate for each labor category? Yes, they may have different rates.

f) Can the submission time be extended from 11:00am to say 2:00pm to allow for delivery of proposal by courier? Also, with a due date of Monday, means using someone like Fed Ex the proposal would have to be done on the Friday before, eliminating the extra preparation time.

Can the due date be moved to Tuesday to allow for the weekend to be used for proposal preparation?

No, due date and time is Wednesday, August 15, 2012 at 11:00 AM EST via electronic response (e‐mail) to christine.todd@dhs.gov .

24) a) Solicitation Pg G‐2, Section G.3 Task Order Procedures: Section makes reference to “each awardee” and “all awardees”, does the Government intend to treat this solicitation as a single award or multiple award? If multiple award, what is the anticipated number of awards?

Multiple award, two (2) awards.

b) Page 6 of Attachment A (Statement of Work), section 7.3, refers to “personnel who will be performing work for the Office of Policy”. Should this refer instead to the FEMA CBRNE Branch?

How will the Office of Policy be involved?

Work being performed will be for the Chemical, Biological, Radiological, Nuclear and

Explosive (CBRNE) Branch.

c) How many Past Performance references are required to be submitted with the proposal?

Offeror shall provide five (5) Past Performance references. L.6 “Factor 3” has been amended.

d) There appears to be discrepancies between the minimum qualifications requirements for

Project Manager as stated in Section L (page L‐7) and SOW 9.1.3. (page 8) in which Section L is silent as to PMP certification and permits Bachelor’s Degree in lieu of a portion of the experience criteria. Which qualifications standard for the Project Manager is correct?

The Project Manager (PM) minimum education is a suggestion of minimum education.

e) Section L, Factor 2 – Key Personnel/Staffing Plan (page L‐6) refers to “positions designated as key” whereas the SOW Section 9.0 Contractor Personnel only identifies the Project Manager as the “Key Personnel by the Government”. Is it correct to interpret Section M, Factor 2 – Key

Personnel/Staffing Plan (page M‐3) that the Offeror determines Key Personnel positions in addition to that of the Project Manager?

Yes, offerors determine additional Key Personnel.

f) What is the anticipated total level of effort expected by the government in support of the tasks listed in the Statement of Work? In other words, does the government have a minimum required number of positions for each of the five labor categories listed on pages L‐7 and L‐8 of the solicitation?

See answer for 15b

g) The pricing tables in Section B include a column requesting “Estimated Hours” for the

Optional Periods One and Two. That column is not included in the Pricing Tables shown in

Section L. Can we assume this is a typo in Section B since you are requesting fully loaded rates only?

Yes, this is a typo in Section B.

h) The front page (the Standard Form 33) and the mailing address for proposal submission on p

L‐12 list the RFP number as HSFE90‐12‐R‐0035, but the header on the individual pages inside the

RFP show a number of HSFE50‐12‐R‐0035. Which is correct?

See answer for question 18a.

25) a) The SF‐30, and envelope marking instructions (L.6.F.3), indicate a submission date of

8/13/2012, 12 pm local, but the submission instructions (L.6.F) indicate 11 am on the same date.

Which time is correct?

See answer for question 22d.

b) Submission instructions (L.6.F) do not have a provision for hand delivery of proposals to the

Mt. Weather address. Is hand delivery of proposals permitted?

Yes, to make hand deliveries offerors must contact christine.todd@dhs.gov with delivery date and time at which time they will be provided information needed to make delivery.

c) The qualifications for the Project Manager (SOW 9.1) include “PMP Certification or equivalent”. Can you provide guidance on equivalence for the PMP certification in terms of experience?

See answer to question 15a.

d) In Section B, Labor Rates are required, but in the Base year there is no requirement to provide labor hours. In Option Years 1 and 2, the CLIN table in Section B includes estimated labor hours.

Are estimated labor hours required for the base year?

No, an estimate in B.1 is a typo; see answer to 24g.

e) In Section B, Labor Hours are required. Should we provide labor hours to accomplish the

SOW (Attachment A) or the Sample Task (Attachment B)?

No, not with submission of proposal. Hours will be given with future TO requests. See previous answers related to estimate hours for information.

f) How will the total evaluated proposed price be calculated? (M.4)

Government will evaluate burdened labor rates, M.4 has been revised.

g) (M.4) Is the total evaluated proposed price based on labor hours to accomplish the tasks in the SOW?

h) (M.4) Is the total evaluated proposed price based on labor hours to accomplish the Sample

Task?

i) Section I.19, page I‐15 COTR and Section G.6, page G‐6 COR. These sections appear to overlap.

Please remove one or define which takes precedence.

COR is the term currently used by FEMA. Section G.6 discusses Technical Direction while Section I.19 discusses designation of COR.

j) Section L, Factor 3 Past Performance. “All major subcontractors…” Please define what the government considers major subcontractor.

Term “major” has been deleted from Factor 3

k) Section I.20 HSAR 3052.209‐73 Limitation of Future Contracting. Based upon the fact that task orders are not defined at this time, during performance of the contract will the

Government consider OCI Mitigation Plans including Non‐Disclosures and Firewalling acceptable methods to meeting conflicts of interest for subcontractors? Yes

l) Section L, Factor 2 Key Personnel/Staffing Plan, Page L‐7, 2. Subject Matter Experts (SMEs). As the number of SMEs proposed has a direct impact on pricing, would the Government indicate the number of SMEs anticipated for the overall contract?

SME’s must be knowledgeable in all issues related to CBRNE .The government is unable to provide an estimate of SME’s anticipated, the number will depend on the knowledge of the contracting staff.

m) Will the Government provide facilities/working space for the personnel proposed as key under this contract?

Day to day work will be at the contractor’s facility; however travel within the Nation

Capital Region will be required. Work space or equipment will not be provided.

n) Can the government confirm that the requirement in the “Note” on page L‐8 for submission of partnering documents, including Teaming Agreements, does not count towards the page count for the Technical Proposal?

Yes, it does not count toward the page count for the Technical proposal.

26) a) Does the government intend to award the Domestic Emergency Support Team (DEST) and

Nuclear Incident Radiological Team (NIRT) tasks identified in Attachment B, Sample Task Order, as IDIQ Task Orders under this RFP, or is that information provided as an example, or sample, of what prospective task orders may look like under the subsequently awarded IDIQ?

Those are samples and for information only however the government may utilize these after award.

b) Will the government require the project manager to hold a PMP or equivalent certification?

See answer to question 15a.

c) In addition to the project manager, has the government identified any other key personnel under this RFP?

No, offeror shall determine any additional Key Personnel.

d) Section 7.3 of the IDIQ Statement of Work indicates that the Contractor shall have personnel with TS/SCI access. Does the government intend for these personnel to have TS/SCI access in place at contract award (meaning the Contractor will have existing SCI access via other contract vehicles within the same FEMA office)? Alternatively, does the government require SCI‐eligible personnel with existing TS and SSBI that may then be provided SCI‐access via this office of

FEMA?

Offerors must have active TS clearance for all personnel at the time proposals are submitted.

27) a) SOW page 2/Section 3.1 para. 1:

It states, “The contractor shall provide subject matter experts, with experience in project management, to manage projects, associated with Chemical, Biological, Radiological, Nuclear, and High‐Explosive hazards…”

Must all SME’s be experienced project managers?

No, however each project should be overseen by a Project manager.

b) Sample Task Order #1, page 4, Section 4:

It states in part that “some personnel shall have TS‐SCI level” clearances. Does a proposed

Project Manager require a TS‐SCI level clearance at the time the proposal is submitted?

No, TS clearance at the time proposals are submitted.

c) Section L.6. Proposal Preparation Instructions, Page L‐5, Section A. General Instructions, paragraph 3:

The typeface and type size requirement states that “The typewritten or printed letters shall be no smaller than Courier 12 point or equivalent as the minimum size standard, with no reduction permitted except organization charts, diagrams, tables or other graphic illustrations; in those instances where reduction is allowable…”

Since most RFPs require the Times New Roman font, Courier seems like an unusual choice for a proposal font. Did you really mean Courier, or is Times New Roman also permitted?

No typeface is specified for tables, charts, diagrams, etc., except the aforementioned Courier.

Must we use Courier, or can we use Arial and/or Times New Roman?

Yes, Times New Roman, Arial, and Courier will be acceptable. Offeror is responsible for ensuring that material presented is legible.

d) Section L.6. Proposal Preparation Instructions, Page L‐5, Section A. General Instructions, paragraph 3:

Paragraph 3 states that the Technical Proposal has a limit of 30 pages and states exclusions as, “title pages, table of contents; index pages; blank/divider tabs; certifications; position descriptions; past performance questionnaires; the business proposal; cover letter; resumes

(individual resumes limited to 2 pages); and letters of intent.”

Does the Staffing Plan count against the 30 page limit? Yes

Does the Management Approach count against the 30 page limit? Yes

e) Section B and Section L:

In Section B, the Material Contract Line Item Amount is $71,000, while Section L states Amount is $61,000. Please clarify.

Section B is correct. RFP Section L changed to read $71,000.

28) With respect to subject solicitation, it appears that past performance questionnaires are to be included in submission. Could I have CORs provide you past performance questionnaires directly?

No, the government will contact the past performance references listed by the offeror and complete the questionnaire with information obtained from references.

29) In RFQ Section L.6.B (Factor 3), a substantial amount of documentation including 1) copies of teaming agreements (which are 4 pages each and do not meet font/formatting requirements),

2) past performance information not included in the government provided questionnaire and 3) a narrative with an overview of the relevant contracts including “dates, locations, scope, type…types and numbers of workers, problems encountered and their solutions, and noteworthy successes or accomplishments” is required for inclusion in the proposal. L.6.A.3 exempts only the questionnaire from the page count.

Can all of the information required for Section 3‐Past Performance be excluded from the total page count?

No, please comply with solicitation instructions.