HSFEHQ-09-R-0009 FEMA VTC Support Offeror Questions Government Answers Supplemental.pdf

12 January 2009

RFP HSFEHQ-09-R-0009

Hydrometeorological Prediction Center/Hurricane Liaison Team Audio, Visual, and

Video Teleconferencing System Upgrade

Vendor Questions and Government Responses, Supplemental

Q1S. The scope section on page 37 refers to "a fully functional conference room", where the government furnished information section on page 41 refers to three conference rooms, a control room, a briefing area, and a small studio. Is it the government's intent to have the contractor price the effort to include all of the above rooms, or just a single conference room?

A1S. Price all three conference rooms.

Q2S. If the answer to Q1S. is to only price a single room, which room is the government referring to?

A2S. See A1S.

Q3S. The wording in Answer 8 states "it is expected offerors can provide estimates for all tasks and related subtasks, with the exception of subtask 4.1." Is it the government's intent that we provide a) Firm Fixed Pricing for all tasks and omit pricing for task 4.1 or

b) estimated pricing for all tasks and firm fixed pricing for subtask 4.1?

A3S. a) Provide Firm Fixed Pricing for all tasks and omit pricing for Task 4.1.

Government Furnished Information (Sample Task SOW) has been provided to give the bidders’ an equal understanding of the “scope of work”. Offerors are required to provide proposed prices to conduct all tasks and subtasks (with the exception of subtask 4.1).

Q4S. The wording in answer 8 [of the original Vendor Questions and Government Responses document issued in Amendment 2] acknowledges the difficulty in pricing hardware and software components based on a sample task SOW. In general, a factor in maintenance pricing is using the cost of the equipment as a basis. Does the government intend for the contractor to include the cost of component repair and replacement or just the labor to conduct maintenance activities in the maintenance services CLINS?

A4S. Price the labor required to conduct maintenance activities.

Q5S. With the recent release of amendments 2, 3, and 4 - is it expected that the government will issue an extension of this RFP past the current Jan 22nd, 2009 date?

A5S. No.

Q6S. Section M.4 of the RFP states proposed prices will be reviewed and analyzed in depth by the Contracting Officer to determine if they are fair, reasonable and realistic for the services and equipment proposed. Does the government desire we provide a notional equipment list and or system design with associated pricing as part of this solicitation?

A6S. A system design and associated equipment list is not required at this time.

Government Furnished Information (Sample Task SOW) has been provided to give Offerors an equal understanding of the “scope of work”. Proposed prices to conduct all tasks and subtasks (with the exception of subtask 4.1) will reviewed and analyzed in-depth by the Contracting Officer.

Q7S. We understand that this is a sample task; however, will the government provide floor plans that indicate where the rooms are located in relation to each other as well as the placement of doors and windows? This is necessary to determine conduit runs, equipment placement, cable lengths, lighting requirements, etc.

A7S. No. A system design and associated equipment list is not required at this time.

Government Furnished Information (Sample Task SOW) has been provided to give the Offerors an equal understanding of the “scope of work”.

Q8S. We understand that this is a sample task; however, are we to assume that there is no HVAC currently available? These rooms are located in a larger facility so we would expect some level of existing HVAC.

A8S. Assume that an adequate level of HVAC exists.

Q9S. As there will be no site survey or requirements report for this sample SOW, should offerors treat section “VIII Government Furnished Information” as the Final HPC Audio, Visual, and VTC Requirements Report for the purpose of creating a Requirements

vs. Solution Matrix?

A9S. No. The Government Furnished Information (Sample Task SOW) has been provided to give Offerors an equal understanding of the “scope of work”. This information should be utilized to provide a Firm fixed Pricing for each task/subtask to include development of a “Requirements vs. Solution Matrix”.

Q10S. Page 44 of the SOW item 13 mentions a RGBHV or DVI Fiber Optic routing switch. What is the purpose of this switch? How many inputs and outputs are required?

A10S. Government Furnished Information (Sample Task SOW) that has been provided to give the Offerors an equal understanding of the “scope of work”. The equipment listed, including the RGBHV or DVI Optic routing switcher, have been included to provide Offerors examples of equipment “typically” included in the FEMA audio visual systems.

Q11S. Is the media briefing are mentioned in Section L.2.I paragraph 3 page 37 the small studio that is mentioned in Section L.2.VIII paragraph 1 page 40? There is no further mention of this room in the government furnished information (L.2.VIII). What are we supposed to quote, if anything, for this room?

A11S. The HPC Media Briefing Area and the FEMA three (3) rooms that make up the FEMA conference center are separate. Do not consider this room when providing a quote.

Q12S. Can we have a two (2) week extension, establishing a new offer due date of February 5, 2008/2:00 pm EST, in an effort to adequately address the requirements of the

RFP?

A12S. See A5S.