Amendment1Q A.rtf

Questions and Answers

Bureau and Statistical Agent

HSFEHQ-07-R-0051

1. Reference RFP Section I, paragraph I.5 (b) on page I-7. This paragraph says that if contractor exceeds its subcontracting goals “it will receive (TBD) percent of the dollars in excess of each goal in the plan…” What percent will FEMA insert in the space now occupied by the “(TBD)?”

Answer: The percentage is negotiable; offeror should make an offer.

2. Reference RFP Section I, paragraph I.6 (b) on page I-7. This paragraph also says the contractor will receive extra compensation if it exceeds its subcontracting goals. Does this paragraph apply and if so what will the extra incentive be?

Answer:

The clause at I.6 will be deleted as it was not intended to provide for an extra incentive. I.5 provides for an incentive.

3. Reference RFP Section J, attachment number IV. The Government did not provide a copy of the applicable Wage Determination document. Will the Government provide this document or should we obtain it directly from DOL?

Answer:

The offeror can obtain applicable Service Contract Act wage determination(s) at www.wdol.gov

4. Reference RFP Section L, paragraph 7, page L-6. This paragraph does not specify that any table of contents, any inside cover page (on which the FAR encourages Offeror’s to include the FAR proprietary exclusion statement), or any Glossary of Acronyms and Abbreviations are excluded from the 100-page limit. Are these pages excluded?

Answer:

Yes, table of contents, any inside cover page (on which the

FAR encourages Offeror’s to include the FAR proprietary exclusion statement), or any Glossary of Acronyms and Abbreviations are excluded from the 100-page limit.

5. Reference RFP Section L, paragraph 2, last sentence on page L-7. The last portion of this sentence says, “…provide as much detail listed above, as available, on these subcontracts.” Should the last word be subcontractors? Or do you mean that we should provide as much detail as possible on “prime contracts and subcontracts in which any performance has occurred of a comparable or related nature and complexity for the government and private industry in the past 5 years, …?”

Answer:

Change to read: “…provide as much detail listed above, as available, on these subcontractors.”

6. Reference Section L, paragraph 3, the note on page L-8. If a large business submits a proposal its small business subcontracting plan is considered to be part of the 100-page limit. If a small business submits a proposal it is not required to submit a small business subcontracting plan thus the small business will effectively gain 4, 5, or more pages in its proposal. Can the small business subcontracting plan be excluded from the page count in order to not give small businesses a significant page count advantage? As an alternative to submitting a small business subcontracting plan as part of the technical proposal, Offeror’s can include it as part of the business proposal, especially since the business proposal, on page L-11 paragraph g already refers to such a plan.

Answer: Submit the subcontracting plan with Volume I-Technical Proposal. The Small Business Subcontracting Plan will not count against the 100-page limit.

7. Reference RFP Section M, paragraph 1, page M-1. The last sentence of this reference seems to have some missing words. Please review.

Answer: The last sentence is deleted and replaced with the following: “The Government will also evaluate the Program Management Approach for completeness of discussion. The government will evaluate those issues identified by the Offeror as critical to fulfilling the requirements of the Performance Work Statement. The government will evaluate any potential problems or impediments to successful performance and any recommended solutions.”

8. Reference RFP Section Performance Work Statement, paragraph C.6.1 g and i on page 14. These two paragraphs seem to be almost an exact duplication. Are they correct?

Answer:

Paragraph C.6.1 g has been modified to incorporate elements of paragraph C.6.1 (i) which has been deleted.

9. Reference RFP Section Performance Work Statement; paragraph C.11.3 a on page 31. The last sentence references C.12.5.a yet we cannot find such a reference in the entire RFP. Please confirm the reference is correct. Additionally, in the same sentence there is a reference to the Security Plan. Is this plan the same thing as the plan required by paragraph C.2.1.3 on page 7 of the PWS?

Answer:

The reference to C.12.5.a is a typo and not relevant. The Security plan reference is correct and refers to the plan described in C.2.1.3 on page 7.

10. Reference RFP Section Performance Work Statement; paragraph C.11.6 d on page 32. The first sentence of this paragraph mentions a Facility Security Plan. Is that the same plan that is mentioned in the last sentence of paragraph C.11.3 a on page 31?

Answer: The Security plan reference is correct and refers to the plan described in C.2.1.3 on page 7.

11. Reference RFP Section Performance Work Statement; paragraph C.11.8 a on page 33. The 5th line in this paragraph uses the term “Security Plan.” Is this the same security plan mentioned in either paragraph C.11.3.a or paragraph C.11.6 d or is it still a different plan?

Answer:

The Security plan reference is correct and refers to the plan described in C.2.1.3 on page 7.

12. Reference RFP Attachment C, Past Performance Questionnaire. The 2nd paragraph on page 1 requires each client responder to return the completed questionnaire “to the Offeror in an envelope both taped and signed across the seal.” Should each client filling out such an evaluation send the completed form via email directly to the FEMA contracting POC?

Answer: Follow direction on Past Performance Questionnaire. Offeror should submit unopened envelopes with the technical proposal.

13. Reference RFP Attachment III, Performance Requirements Summary. The terms of this PRS only penalizes the contractor for missing deadlines and generally poor or inconsistent performance. Can you offer incentives for exceptional performance?

Answer:

FEMA expects exceptional performance and therefore only disincentives are offered to support the goals.

14. Reference RFP Attachment III, Performance Requirements Summary, page 1, SSPA3, performance calculation. Is this calculation correct or should it be some percentage of 1/5 of the annual target fee?

Answer: Given the critical nature of financial control, the disincentive reflects the overall importance to the program

15. Reference RFP L, page L-11, the paragraph following paragraph (8). Reference requires resumes of all persons “who will be directly responsible to the project manager for the management of the business and administration project functions…” Are you requiring resumes of billable project resources or corporate resources as well who may be responsible to the project manager? For example, we have three recruiting staff who will be responsible to the project manager for staffing support during the life of the contract. These recruiting staff is overhead positions and will not be billable to the project. Are their resumes and others like them that are not billable staff required? Additionally, we plan to have a non-key office manager who will be billable to the project and purchase supplies, etc. Will this person’s resume be required?

Answer: Only key personnel, such as Project Manager, Claims Director, Finance and Underwriting Director require resumes.

16. Reference RFP Section J, Attachment II. This deliverable list does not include the monthly technical progress report that is required by Section F, page 2 of the RFP. Are there other deliverables that should be added to the list in Attachment II?

The list of Deliverables has been revised to incorporate additional deliverables.

17. Reference RFP Section L, page L-10, paragraph b (8). Reference asks us to indicate whether an award was “preceded by a government, customer, or Offeror’s financial study.” Unless a study was financed by our firm or performed by our firm we would not know if the government or customer did their own independent study or paid another firm to do such a study. Customers including the government frequently have IV&V and other vendors do studies that might apply to an award that we are never aware of. Is “unknown” an acceptable answer?

Answer: Yes.

18. Can you provide us with historical information on the number of claims re-inspections conducted by the General Adjusters for calendar year 2005 and 2006?

This information is included in the library.

19. Can you provide us with historical information on the amount of mailings per calendar year for 2005 and 2006? Also, can you tell us how many times there were large mailings (e.g., over 4,000 pieces) in 2005 and 2006?

This information is included in the library.

20. Please provide a complete list of GFE that FEMA will provide in support of this contract. For software, please provide software version, licenses, platform specs and maintenance information (Maintenance should include support agreements, date of expiration, purchase costs, licenses and maintenance renewal costs).

Answer:

This information is included in the library.

21.

Reference the Performance Work Statement, page 32 paragraph

C.11.6.c. Can you identify the remote and backup sites? Can you provide a list of current LAN/WAN equipment and software?

The Security Plan developed by the contractor should describe their COOP solution. This should include how they will support field services requirements and how they can maintain services if their primary location is disabled.

LAN/WAN software are listed in the acquisition library.

22.

Reference the Performance Work Statement, page 33, paragraph C.11.8.b.

Can you describe what the “current level” is?

Answer: The current level of configuration management and supporting documentation of LAN/WAN is minimal, basically listing HW and SW and partial version information. FEMA requires bidders to establish a baseline of LAN/WAN equipment of software and establish processes and practices to track changes that maintain configuration item identification, configuration controls, configuration status, and configuration accounting and configuration audits.

23.

Reference the Performance Work Statement, page 24, paragraph b. How does the bureau currently process e-records?

Answer: The current contractor scans documents into .TIF files and they are saved in the FEMA-owned TRIMS system. TRIMS catalogs documents and they are accessible via the LAN. FIRA correspondence is supported by a subcontractor, HAZMED that provides the current contractor with CDs of documents also in .TIF formats.

24.

Please provide data on the total cost of the annual conferences in 2005 and 2006. Please break out the data by hotel costs (e.g., conference space rental, audio/video costs or similar fees) and supporting costs (e.g., supporting audiovisual services, printing costs for conference materials such as the agenda and handouts, and for complimentary beverages, breakfast and lunch).

Answer: This information is included in the library.

25.

Reference the Performance Work Statement, para C.9.5. The PWS states that “the Contractor shall participate in meetings with groups, including insurance agents, lenders, Government officials and citizens. The Contractor shall, on reasonable notice, conduct, assist in and/or send representatives to other program meetings, conferences, conventions or trade shows including those with WYO companies, and/or other Government contractors, convened by the Mitigation Division or other representatives of the Government.” Please provide a list of meetings and locations that the current NFIP Bureau contractor attended in 2005 and 2006.

Answer: This information is included in the library.

26.

Will FEMA provide the communication circuit(s) to be used by the Bureau for telecommunications and data transfers to the FEMA WAN (C.11.2.a.3)?

Answer: The contractor should propose a solution for telecommunications and data transfers akin to an ISP.

27.

What is the period of time the BSA Services Contractor will be expected to participate and facilitate transition to NFIP IT Services Contractor (C.11.1.b)?

Answer: The current BSA Services contractor will be expected to participate in transition activities to NFIP IT Services contractor beginning in January 2008 through June 2008.

28.

Will the BSA Contractors Regional Office staff be supporting public meetings, public awareness fairs and community official briefings associated with FEMA's map modernization program (C.8.2)

29.

Is there a requirement for the BSA Contractor to include a dedicated Certified Public Accountant as part of its staffing model?

30.

Will the BSA Contractor be required to provide maintenance and updates for the www.fema.gov/nfip web pages?

31.

Will the BSA Contractor be required to support the production and distribution of Watermark, post e-Watermark, email notification of the latest version to all the subscribers, and maintain the subscriber database?

32.

RFP Page J-1, Section J – List of Attachment: The RFP lists Attachment IV: Wage Determination. But this attachment is missing from the RFP package. Please clarify)

Answer: The offeror can obtain applicable Service Contract Act wage determination(s) at www.wdol.gov 33.

Will FEMA provide an exception for the Business Proposal’s tables to be printed on 11’x17’ pages (RFP Page L-6, Section L.1.37)?

Answer: There is no page limitation for Volume II-Business Proposal.

34.

RFP Section B.2 states the period of performance as 01/01/08 through 12/31/12 inclusive of Transition, Base Period and all Option Years. RFP Section F.5 defines the period of performance as January 01 2008 through June 30, 2008. Please Clarify.

Answer: Section F.5 should read “…January 1, 2008 to December 31, 2008.” The expiration date will be modified when options are exercised.

35.

Will the Government consider exempting from the 100 page limit, resumes (required as part of Sub Factor B – Staffing and Key Personnel) and the descriptions of prime contracts and subcontracts of a comparable or related nature and complexity (L.13.A.7; L.13.B.1; M.1 Page: L-6; L-7;

M-2)?

Answer: Resumes will not be counted in the 100-page limitation.

Descriptions of prime contracts and subcontracts of a comparable or related nature and complexity will be counted.

36.

Section J, Attachment V, L.13.B.2, Page L-7 - We could find no reference to this form within Section L or Section M. Please clarify what we are to do with the forms.

Answer: The solicitation has been modified to add the following sentences: “The Offeror shall provide at least 3 Past Performance Questionnaires (Section J, Attachment V) completed by its references (instructions for completion and submission with the Offeror’s proposal are provided on the form)”; and “Up to 3 past performance questionnaires (Section J, Attachment V) will be verified and evaluated by the government.”

37.

How is “current year” defined with respect to the SAS 70 report? (Page 10.4.2.E) Are you referring to the most recent report “available”?

Answer: The report is based on the corporate entity’s financial cycle and can reflect calendar year or fiscal year. The most recent available would apply.

38.

Is the BSA Contractor required to estimate loss reserves, loss adjustment expense reserves, and the Annual Statement of Actuarial Opinion?

Answer: Yes, see revised PWS section C.7.3.4 and the revised list of

Deliverables.

39.

In order to accurately cost the contract, when will a current D.I.R.T. report be made available in the library?

Answer: This information is included in the library and more detailed information can be found at www.nfipnextgen.com 40.

A Security Plan is referenced on Page 31, C.11.3, but the cited section (C.12.5) is not included in the PWS. Please Clarify.

Answer: The reference to C.12.5.a is a typo and not relevant. The Security plan reference is correct and refers to the plan described in C.2.1.3 on page 7.

41.

Will the BSA Contractor be responsible for coordinating the National Flood Conference? (C.9.5 Page 26).

42.

Will FEMA provide historical data from the incumbent’s current contract term relating to correspondence inquiries (simple, complex and VIP);

SAEs; Submit for Rates, and reinspections?

Answer: This information is included in the library 44.

Reference: RFP: L-13 Proposal Preparation Instructions, Proposal Structure, page L-6. Will the Government allow resumes to be included in an appendix section and not be counted as a part of the 100 page limitation for the technical proposal?

Answer: Resumes will not be counted against the 100-page limit.

45.

Reference: Performance Work Statement, C.7.2.3 a.

Data Monitoring Requirements, page 19. In regard to the WYO

TRRP submissions (statistical data), will the B&SA or IT contractor receive and post the data? If the B&SA is required to perform this function, will an Information Technology person still be required to perform the function?

Answer: The NFIP IT Services contractor will be responsible for collecting and posting WYO data submitted via the TRRP. The BSA contractor will monitor WYO TRRP data via NFIP NextGen applications, primarily Simple and Quick Access Net (SQANet).

46.

Reference: Performance Work Statement, C.9.1 b. page 25

This section requires that the contractor provide technical and systems support to the Mitigation Division and WYO organizations, including assistance for the maintenance and, as required, enhancement or development of materials, manuals, procedures and ….etc. Will the Government please provide additional input as to the volume of work involved to support this activity? What is the number of staff currently performing these functions and what are their roles?

Answer: The volume of work can be found in the library. The number of staff however, is proprietary as it reflects the contractors’ approach to meeting the procurement objectives and requirements.

47.

Please clarify the nature of Intellectual Property Rights as it relates to the legacy operational systems presently operated by the incumbent. Specifically, please identify any licensing/IPR constraints which might affect the ability to retain selected systems which support the Service Bureau today, in the event that one or multiple subsystems within NextGen require additional time prior to Full

Operational Capability (FOC)

Answer: There are no IPR constraints because FEMA owns all of the licenses for primary operations in NextGen and current BSA

LAN/WAN applications. All NextGen systems will be in operation to support TRRP and related functions prior to or shortly after transition initiation.

48.

Can you provide copies of documents and samples of the following reports cited in the FEMA NFIP Bureau and Statistical Agent

Performance Work Statement, May 23, 2007 (Attachment C of the

Solicitation) in the procurement library? We have provided the citation for the section number in which the document or report reference appears.

· WYO Financial Control Plan--C.1.2 (a) – Available at http://bsa.nfipstat.com/manuals/fc99jc.pdf

· NFIP NextGen documentation— http://www.nfipnextgen.com

· FEMA Manual 5400.1--C.4.1.h - This information is included in the library.

· Flood Insurance Manual--C.5.a - Available at http://fema.gov/business/nfip/manual

· AIS Statistical Plan example-- C.7.3.3.a - This information is included in the library.

· Sample Statistical Data Balancing Report--Attachment 1- This information is included in the library.

· Sample Detailed Monthly WYO Timeliness Report--Attachment 1 this information is included in the library.

· Sample Financial Statistical Variance Report--Attachment 1 - This information is included in the library.

· Sample SAS 70 Report--Attachment 1 – This is considered proprietary as it contains CSC data.

49.

Referring to section C.11.2 NFIP IT Services Cooperation and Coordination and Network General Requirements “ As authorized by the COTR, the Contractor shall supply all necessary hardware/software, and suitably trained and experienced personnel needed to maintain, enhance, and operate the existing information systems or any proposed computer systems.”

Can we assume that the existing system is NextGen and the proposed computer system is NextGen enhancements? Is the referenced Contractor the IT contractor or the NFIP contractor? If the NFIP contractor, can you specify the NextGen hardware/software environment? We have a similar issue with C.11.3—is the referenced contractor the IT contractor or the

NFIP contractor? If the NFIP contractor, can you further define what documentation and what systems are included in this requirement?

Answer: The existing systems refers to LAN/WAN applications only, none of which are essential to NFIP TRRP and other core functions under development and reengineering by the NextGen Project. The referenced IT contractor refers to a separate acquisition FEMA is pursuing under the DHS EAGLE vehicle small business set aside that will be formally announced in coming months. Please refer to

NFIPNextgen.com for further information about the NextGen

Project.

50.

For warehousing requirements cited in Section C.11.4, can you provide information on warehouse sizing for the current inventory of “physical, materials, and records storage?”

Answer: NFIP is occupying approximately 1,418 sq ft of space in warehouse #1. Square feet is NOT the same as "cubic feet", since sf is only floor space (width X length) and cubic feet is length-by-width-by-height. And since there are pallet racks currently being used, "cubic feet" is more accurate, which equates to about 20,180 cu ft. This is 18 pallet racks, 3 tiers high, plus added floor space

As for warehouse #2, about 7 pallets are currently being used, which is about 119 Sq ft or 336 cu ft (because it's just pallets on the floor, estimating for what's on pallets and shelves combined). So the total Sq ft is 1,537, Cu Ft is 20,516.

51.

Section C.4.1.d of the performance work statement states “The Contractor shall maintain an automated general ledger (G/L) on an accrual basis in conformance with Generally Accepted Accounting Principals (GAAP).” Is the contractor to maintain an existing system, or to provide a new automated general ledger? Does the existing general ledger interface with the FEMA accounting system or does this capability need to be developed? On what platform does the FEMA accounting system reside?

Answer: The contractor shall utilize FEMA’s Traverse General Ledger software which at present does not interface with IFMIS, nor is it required to do so at this time.

52. Within Section L.13 Proposal preparation instructions, Part A.7 Proposal Structure appears incomplete. Could you verify that this paragraph is complete or provide the additional intended language?

Answer: Under Section L.13 Proposal Preparation Instructions, paragraph A.7, Proposal Structure, add the following sentences:

“The Offeror shall submit two separate volumes: Volume 1-Technical

Proposal and Volume II - Business Proposal. The Technical Proposal

(Volume 1) shall not exceed 100 pages as described herein. There is no page limit for Volume 2, Business Proposal. Table of contents, any inside cover page (on which the FAR encourages Offeror’s to include the FAR proprietary exclusion statement), or any Glossary of

Acronyms and Abbreviations are excluded from the 100-page limit.

Additionally, Resumes, Past Performance Questionnaires, and the

Small Business Subcontracting Plan shall not be counted in the 100-page limit. ”

53. Understanding that NFIP has taken its current contract and separated its tasks into subsequent four “new contracts”, will bidding on one opportunity prohibit an offeror from bidding one of the other three contracts?

Answer: New contracts for training and customer service will be set aside for small business and/or 8(a) firms. IT requirements will be procured under EAGLE. Bidding on one opportunity does not prohibit an offeror from bidding on other requirements.

54.

Are the leases in Greenbelt assumable?

Answer: The leased space for the NFIP Bureau contract at GT-IV is 27,726 SF. As far as any possibility for another contractor to assume the current lease, CSC has indicated that there would be several issues that would need to be considered such as security, since there are several other CSC contracts in this building, but that they would at least consider it.

PAGE