questions_answers.doc

Questions and Answers from Pre-Solicitation Meeting March 16, 2009 QUESTION: In Factor 1 there is a requirement to discuss our qualifications and capabilities in doing business with Small and Disadvantaged firms. Please define the Small Business Contracting goals for this solicitation in terms of percentage of subcontracted dollars.

ANSWER: Factor 1 in Phase1 (Screening Phase) addresses the respondent’s demonstrated professional capabilities. Multiple capabilities, including the firm’s capability in “doing business with small and disadvantaged firms” will be evaluated. There are no quantitative goals and objectives implicit in this phase of evaluation. FEMA’s quantitative objectives with respect to placing subcontract awards with small and disadvantaged firms will be published during Phase 2 (Selection Phase).

QUESTION: Contract Tasks: Items 10 and 15 are substantially the same, except that Item 15 adds the following text, “…and training for FEMA, State, Tribal and Local officials.” Is there a significant difference between these two contract tasks, or can we assume that these tasks are the same? If there is a difference, please explain the difference.

ANSWER: There is no significant difference in items 10 and 15. Contract task 10 is withdrawn. Task 10 is subsumed within task 15.

Preamble to the next three questions: Contract Tasks: Item 4 requires the vendor to provide surge support within 48 hours of receipt of a standard SOW. However, under section F, Contract Information, the solicitation states, “Each task order exceeding $3,000.00 in value will be competed amongst multiple award contracts subject to exceptions described at FAR 16.505(b)(B)(2).”

QUESTION: Will the surge support task orders be competed, or will they be subject to the FAR 16.505(b)(B)(2) exceptions?

ANSWER: Task orders issued under surge support will not be competed amongst the multiple IDIQ contractors assuming an exception to fair opportunity requirement of FAR 16.505(a) exists. Such exceptions are enumerated at 16.505(b)(2). Note that the published citation for exceptions, 16.505(b)(B)(2), is in error.

QUESTION: If [orders] will be competed, when does the “48 hour” clock start? Will the 48 hour clock start only after a task order has been issued?

ANSWER: Whether competed or otherwise, the clock starts upon issuance of the task order.

QUESTION: If they will not be competed, what factors will be used to determine how the surge support task orders will be distributed amongst multiple award contractors?

ANSWER: The Contracting Officer will give every awardee fair opportunity to be considered for a delivery-order or task-order. The nature and urgency of the disaster will play a major role in the decision made by the Contracting Officer.

QUESTION: Factor 5 regarding geographic area and knowledge of locality references “specific region/package area” twice in the requirement. For the purposes of this contract what is the specific region/package area that must be addressed?

ANSWER: “Region/package” refers to the local communities and states affected by a given disaster and to the FEMA Regions encompassing those localities.

Factor 5 is not meant to imply that a firm awarded one of the IDIQ contracts will be required to obtain products (both supplies and services) within a locality affected by disaster. There are statutory requirements that, 90 days after a disaster declaration, certain procurement be made with local firms in the disaster area. That responsibility resides with Federal Emergency Management Agency.

QUESTION: However, based on this approach [FEMA procuring from local firms including small businesses], do you think that the requirement for SB subcontracting for HMTAP will continue to be at the standard federal contract required levels or it will be in the 10-20% range?

ANSWER: The SB subcontracting objectives for HMTAP will be published concurrent with Phase 2. Subcontracting goals will consider the FEMA direct procurement activity required by statute 90 days after a declared disaster.

QUESTION: Can we elaborate on what services FEMA may ask contractors to provide in support of acquisition project application development? (# 5 of the Pre-Solicitation Notice: HSFEHQ-09-R-0034)

ANSWER: Acquisition, generally, consist of a community purchasing flood prone structures from willing sellers and either demolishing the structures or relocating the structures to a new site outside of the floodplain.

Contractors could be requested to provide the following services in support of acquisition project application development:

Engineering Feasibility & Effectiveness – FEMA requires each application to include documentation that shows how the project conforms to accepted engineering practices and that the project will mitigate the identified risk.

Project Alternative Evaluation – FEMA requires each application to provide alternative solutions to the problem that were considered, the comparison and selection process for alternatives, and the rationale for selecting the proposed project as the best alternative for the community.

Cost Effectiveness – FEMA requires each project to be cost effective. FEMA will not consider projects unless a legible, complete, and well-documented benefit-cost analysis is provided.

Environmental & Cultural Resources Consideration – FEMA requires each application demonstrate that environmental & cultural resources were considered in the decision process in developing the proposed scope of work and determining the preferred alternative.