HSFEHQ-09-R-0070 - Questions and Answers_070609.xls

XLS spreadsheet 52 KB Posted Jul 6, 2009

Attached to: AMEDMENT 4 - Management Support Services - PCP
Solicitation number: HSFEHQ-09-R-0070
Issued by: Federal Emergency Management Agency Recovery Section

About this file

From the source

Questions and Answers - Solicitation HSFEHQ-09-R-0070

View the file

Other files

File	Type	Posted
HSFEHQ-09-R-0070 - Questions and Answers.pdf	PDF	Jul 1, 2009
Past Performance Questionnaire.pdf	PDF	Jun 22, 2009
REVISED1HSFEHQ-09-R-0070	—	Jun 22, 2009
HSFEHQ-09-R-0070.doc	DOC document	Jun 15, 2009

On GovTribe

Work with this file

Download the original file
Contacts named in this file
Similar government files
Ask GovTribe AI about this file

Try for free Login

Text version

The file's text, extracted by GovTribe without its formatting.

Sheet1

HSFEHQ-09-R-0070 - QUESTIONS AND ANSWERS
#	QUESTIONS	Answer
1	Are the current contractors providing disaster assistance/recovery services in the Individual Assistance and Public Assistance programs eligible to bid as a prime contractor or as a subcontractor?	Yes, we are currently considering allowing contractors/subcontractors to propose. We may have to change or eliminate the evaluation task from the SOO.
2	Is there an incumbent or is this a new requirement?	New requirement.
3	The revised RFP contains a format for resumes but does not define key personnel. Is it the offeror’s responsibility to designate key personnel and include resumes accordingly, presumably in Factor 2? Could resumes be included in an attachment to the proposals and excluded from the page count?	1) See G.6 - Task Order Procedures. 2) Yes resumes may be included as an attachment and excluded from the page count.
4	Is a performance questionnaire to be submitted for each of the five projects included in Factor 4 - Past Performance?	Yes.
5	Is the deadline for receipt of the performance questionnaires by FEMA the same as the deadline for receipt of the proposals, i.e. 2 PM on July 9, 2009?	The questionnaires should be received from clients 7 days after reciept.
6	Are the performance questionnaires to be returned by email only? If not please indicate which fax number to be inserted in the appropriate place on the performance questionnaires.	Questionnaires can be submitted to FEMA by either e-mail or fax from the employer. The fax number is (202) 646-1765
7	Sub-section B.2, page B-1, mentions phase-in. Is phase-in still applicable to this contract?	Although this is a new requirement under the PCP Division many of the tasks are currently being provided by contractors through the PA -TAC.
8	Could PCP define transition planning as listed in Sub-section B.7, page B-2?	Develop a plan that would allow the contractors currently working on PCP projects through the PA-TAC to connect and change seamlessly.
9	Section 3, sub-section 3, page C-1: In addition to long-term community recovery, what other recovery programs may be subject to post disaster reviews conducted by the contractor at the request of PCP?	In addition, to Long-Term Recovery, the contractor would have to provide disaster receovery support of any type to include pandemic, man-made or natural disaster.
10	After the closing of solicitation and selection of contractors, is it public record who was awarded contracts?	Yes.
11	Do you have a need for PSC's (Personal Services Contractors) or PASA's (Participating Agency Service Agreements) for this type of work?	No.
12	As per the second paragraph on page I-9, small business plans shall be submitted with the technical proposal. A small and small disadvantaged business subcontracting plan with all the details required by FAR 52.219-9 often takes 15-20 pages. We are concerned that more than a third of the technical proposal will be reserved for the small and small disadvantaged business subcontracting plan. May we summarize the plan in the technical proposal and include a full and detailed small and small disadvantaged business subcontracting plan as an appendix not be included in the page count?	Yes.
13	In addition to the electronic version to be transmitted via CD, are we required to HAND DELIVER both the Business and Technical Proposals? If so, to what address should they be delivered?	No.
14	How did the government arrive at the figure of $310,000 for the guaranteed award?	A combination of the IGCE and Government Personnel experience.
15	Please clarify the government’s intended use of the table on pg L6? Will it be used to provide consistency in the evaluation of Task Order Pricing?	The table on pg L-6 is for Illustrative Purposes Only.
16	Please confirm Offerors are supposed to propose additional classifications to those in the table on pg L6. If additional categories are added, how will these be used for the purposes of comparing costs?	Page L-6 is for Illustrative Purposes Only. The Labor Catetgory and Pricing Table are on page B-2 and should be used for proposal and cost submission.
17	Can we clarify the government’s intended use of the table on pg L-6? Will it be used to provide consistency in the evaluation of Task Order Pricing?	Used for illustrative purposes; use as a guide for developing cost submission.
18	“Performance Based” contract… What is the established process for incentive/disincentive for performance-based work? Is this a traditional Performance Based contract?	1) No incentive/ disincentive has been established at this time. 2) No.
19	Is PDF an acceptable electronic format for the solicitation? Or only MSWord? Or, both?	Both.
20	For tables and other graphics, the solicitation instructs that the font size does not need to be Times New Roman, 12 point, as long as it is legible. Would the Government prescribe a minimum font size or type for tables and graphic legends?	No, it must be legible.
21	Is there a margin requirement for the Business Proposal? a. If yes, does the margin requirement also apply to the forms within the Business Proposal?	No.
22	Are resumes required as it appears to be on Page L-10? If so, are they to be included into one of the 4 technical proposal factors? Or as attachments?	It is important for the information provided on L-10 be included in any resume format. Resumes may be included as an attachment to meet the requirements of the technical factor.
23	Are resumes to be counted towards the 50-page Technical Proposal limit? In the previous solicitation issued on 6/15/09, the instruction was that resumes would not be counted against the 50-page technical proposal and should be included as attachments.	See answer above.
24	Is there a font restriction on Resumes? If so, what is the required font size?	No. Please use the Standard Commercial Practice.
25	Is there a 1-inch margin requirement for all Resumes?	No. Please use the Standard Commercial Practice.
26	Page L-1 states “Electronic Copy and 1 CD-Rom or Floppy Diskette,” please clarify if this means that a copy is to be emailed, plus 1 CD-ROM, or if 2 CDs are being requested, or does it simply mean either by email, by 1 CD-Rom, etc? Please clarify.	An electronic copy and/ or one (1) CD/ one (1) Floppy Diskette."
27	Should we submit 1 CD ROM with both Volume 1: Technical Proposal and Volume 2: Business Proposal on the same CD ROM? Or should we submit separate CD ROMs for each?	Proposals must be on different files, but can be on the same CD/ Floppy Disk.
28	With regard to Past Performance Questionnaires: Does the government intend for contractors to send Questionnaires to our referenced client for completion, or are contractors expected to provide references and the government will then contact the client? a. The Questionnaire includes the following handwritten comment: “Due: 7 Days After Receipt”. Can you please explain what this means?	Contractors are to send questionnaires to their clients, who will in turn, send them to our office. Clients should submit performane questionnaires not later than 7 days after receipt.
29	Please confirm the use of NAICS Code 925120. Does this only describe the type of work to be performed?	925120 does not only describe the type of work to be performed.
30	Please confirm that private firms are to use the small business definition of 500 employees only when determining size?	Yes.
31	What does the 500 refer to on the table B-3? Are these units? How will this be used for comparing pricing?	Disregard the numbers in the table. Provided as an example.
32	Are the statements in Section I to be completed and certified post-award or be submitted with the proposal?	Statements requiring response should be submitted with the proposal.
33	Is the Government opposed to the two-column page layout/format, as long as the 1-inch margin and font size is adhered to?	No.
34	For tables and graphs, can you prescribe a minimum font size that the Government feels is legible?	No, see Section L for instructions.
35	Section M, page M-3, states requirement for a Small Business Subcontracting Plan, but Section L shows no such instruction. Can the government please elaborate on the expectation for the submission of Subcontracting Plans?	Follow the procedures outlined in FAR 19.7
36	What is intended as an allowable cost under section B.6: Readiness? Section B.6 on page B-1 states that Readiness is defined in Section C: SOO, but section C seems to refers to Operational readiness vs. contractor readiness. Yet the following paragraph on page B-2 seems to refer to only contractor readiness tasks such as reporting, briefing and quality control, and should be accomplished within $7,500 a month.	Readiness actions are those activities that allow the contractor to be prepared and available for service as well as enables prompt understanding and reason to the requirements of the Division. The Readiness activities shall include, but are not limited to, training and education; doctrine, policy, and guidance development; and division support. Readiness is defined as: The ability to maintain the capabiltiy to support the FEMA mission and the specilaized needs to PCP. The mainitenance of the organizational, management, and technical capability to respond to PCP's requests by providing the request number of personnel to disaster locationss within 48 hours. The art of being prepared to fill the gap between state and local capabilities and the requirements generated by an emergency. The ability to develop systems/organizational processes and retain a trained and expert pool of personnel.
37	Is this a single or multiple award contract?	A decision will be made after receipt and evaluation of proposals.
38	Since this contract is intended to be an integral source of support for PCP, can FEMA provide a current organization chart for PCP so that we can ensure that we are most effectively approaching our technical support and management approach?	PCP 's organization is defined in the SOO (Section C). It is not necessary to include an org chart.
39	B.6, Readiness - The RFP directs offerors to review the responsibilities for readiness in the Statement of Objectives, Section C, Section 2. Scope. The mention of readiness in Section C is in the following sentence: "The deliverables produced by the Contractor under this SOO will further PCP’s effort to enhance the readiness planning and operational effectiveness of FEMA’s Disaster Assistance programs." (emphasis added) Will the Government please identify more specific responsibilities for readiness?	See above definition for readiness.
40	B.6, Readiness – The solicitation identifies a Firm Fixed Price of $90,000 per year for Readiness and removes a phase-in performance/fee. Is this $90,000 Firm Fixed Price non-negotiable? Can FEMA identify the cost/labor items and quantities estimated to develop this Firm Fixed Price? Can FEMA identify what, if any, one-time initial work elements or costs are included in the $90,000 for Year 1, that would be different than Years 2, 3, 4 and 5? If any of the Price includes travel and other direct costs for expected activity at FEMA’s offices in Washington, DC or in the field/regions, can FEMA specify how much and at what geographic location(s)?	1) No, the firm fixed price fee is non-negotiable. 2) Will be defined as a Task Order 3) Elements can not yet be determined. 4) No, see LINs 0010 and 0011. Travel will be Task Order specific.
41	B.6, Readiness - the RFP identifies readiness as a FFP cost over the life of the contract and to be awarded as a task order. In B.7, Line Item Number 0001 (Management and Administration) is identified as both FFP and T&M. Is Readiness performed under LIN 0001? If so, then which part of Readiness does the Government consider a T&M cost?	Yes. Readiness is a component of Management and Administration as a FFP element. Management and Administration is the T & M cost.
42	B.6 Readiness and B.7 Fixed Rates– There is an apparent discrepancy between the cost to provide required labor hours based on a calculation of typical industry rates for the hours and for the labor categories specified in the Table in B.7, there is an apparent discrepancy between this cost to provide those hours, and the $7500 per month Readiness budget identified in B.6; can FEMA please clarify?	There is not a direct relationship between B.6 and B.7.
43	B.7 Fixed Rates – Since price is a consideration for selection and the solicitation invites contractors to propose their own quantities and additional labor categories beyond what is identified in the LIN Table, please describe how FEMA will evaluate and rank contractors prices if offerors provide different quantities and/or labor categories? For Planner I, II, and III designations shown on the Estimated Monthly Hours Table in B.7, does FEMA have a definition of each of these categories, including whether or not any require professional licensure/certification such as AICP? Also, where zero hours are shown for Program Support in the LIN Table from FEMA for a Labor Category (eg, Facilitator and Graphics), are we to assume this means that FEMA foresees no need for these categories regarding Program Support?	The Government will evaluate price to determine whether it is fair and reasonable. The table is used only for illustration purposes.
	C.2. Scope - Since the first listed activity, Program Evaluation and Coordination requires "Developing and conducting evaluations of on-going program delivery and after-action reviews of disaster recovery operations” and the second listed activity, Disaster Assistance and Recovery Operations Planning, requires developing plans and procedures for Public Assistance (PA) and Individual Assistance (IA) programs (which we understand are executed through FEMA’s PA and IA technical assistance contracts (TACs)), we are assuming that in keeping with typical government practice, contractors/subcontractors holding and/or otherwise actively working on these other FEMA contracts that support disaster recovery are precluded from managing or executing the specified work under this Solicitation/Contract as they would be in a position of evaluating their own work and performance either directly or indirectly. Is our assumption correct? If FEMA’s answer is no, can FEMA please define what would be established as a conflict of interest or any other limitation on those contractors/ subcontractors who already hold and/or work on other FEMA contracts (e.g., PA TAC and IA TAC) that require deployments and other support for disaster recovery operations? Similarly, can FEMA please define what, if any, conflict of interest position it has or will take during the execution of this contract with regard to contractors or subcontractors who have disaster recovery support contracts with State emergency management agencies (FEMA Grantees)?
44	disaster recovery operations? Similarly, can FEMA please define what, if any, conflict of interest position it has or will take during the execution of this contract with regard to contractors or subcontractors who have disaster recovery support contracts with State emergency management agencies (FEMA Grantees)?	Yes, your assumption is correct. Would consider redefining the program evaluation component of the contract.
45	C, 2. Scope – In relation to the previous question, we also assume that individuals who were identified as available resources in a proposal for PA TAC, IA TAC or other FEMA disaster support contract awardees cannot also be proposed for this solicitation, since this would create availability conflicts during large disaster recovery deployments by FEMA; can FEMA please confirm that this is the case?	Yes.
46	C, 2. Scope – For the requirement to “identify technical specialists within 48 hours…,” can FEMA please specify the expected minimum and/or maximum number of deployment-capable personnel that we must have available to satisfy the anticipated requirements of this contract?	Unknown. Necessity will be Incident-specific. Task Orders will include specific requirements.
47	C, 4. Technical Requirements – Since the scope clearly identifies support type functions that will require working outside of our own offices, see again Question 3 regarding B.6 which asks FEMA to please specify what locations and quantities were assumed in the establishment of the apparently non-negotiable $90,000 Firm Fixed Price for Readiness if any of the Readiness activity is expected to take place at FEMA’s HQ office or in the field.	Both. Throughout the United States and all of its territories.
48	C, 4. Technical Requirements – Since the Estimated Monthly Hours Table in B.7 includes one discipline-specific category (for Planners I, II, III) and the table in C.4 Technical Requirements specifies very specific descriptions for technical specialists/specialties, should we modify the Table in B.7 to match these Expertise Categories and spread the hours amongst these new categories, or should we interpret these Expertise categories as separate from the Planner I, II, III categories identified on the Table in B.7?	Table B.7 used as an example. May change to match Technical Requirements or spread across planner categories.
49	C, 4. Technical Requirements –In the case of Architecture and Civil Engineering, should we assume that our team must include business and individual licenses to perform professional Architecture and Engineering services since most if not all jurisdictions in the US have laws that require that only licensed Architects and Engineers can perform such work? If FEMA’s answer is no, can FEMA please provide limitation language that ensures that it will not be requesting any such Architecture and Engineering services that would require such licensure? These types of potential conflicts of interest are not addressed in H.5, which refers to limitations on future contracting.	Since we cannot determine where the work will be performed it is not necessary to include registration and licenses. The work performed through PCP will not require such services.
50	F.6 Reports of Work – Are we to assume that Monthly Contract Status Reports and the Final Report are to be included in the Readiness Firm Fixed Price already established by FEMA as $90,000 per year?	Yes. Reports are a part of the management and Administration of the contract.
51	F.6, Reports of Work, Monthly Contract Status Report - The RFP requires the Contractor to "post a digital version of the [monthly contract status] report on the real-time Web reporting site." Will the Government please provide more information about this site, including whether any aspect of its maintenance and/or operation is to be performed by the offeror under this contract? If so, to what extent and based upon which performance measures?	See Answer #50
52	G.2, Mandatory Participation in Electronic Invoicing, G.3 Invoices and G.4 Submission of Invoices - Are we to assume that invoicing efforts are billable to the Readiness Firm Fixed Price already established by FEMA as $90,000 per year, or would it be billable as part of individual task orders?	The monthly fee will be $5000.00 X 12 = $60,000.00 + $30,000.00 for Management & Administration. Invoicing can be billable through individual task orders.
53	G.4 Submission of Invoices or Vouchers for Payment – If a contractor does not have a separately established G&A, can they replace that invoicing category with a Subcontractor Risk Management and Handling Fee or similar?	Negotiable with the Contracting Officer.
54	G.5 Project Monitor – It states that a Project Monitor will be assigned for each task order in the field, but we would like to know if a specific technical person (Project Monitor or otherwise) has been designated as the technical point of contact for monitoring of the Readiness task order? If so, please identify this person, or persons if multiple individuals. [H.3 seems to imply that there is an overall Project Monitor for the contract, but no specifics are given.]	The person will be identified at the Kick-Off meeting.
55	G.6, Task Order Procedures - Are the costs associated with developing a definitive Statement of Work and/or Draft Work Plan covered under this contract?	Dependent upon the business model of the company and accounting system.
56	H.3, Performance Based Contract - The RFP introduces the need for a "Quality Assurance Plan" (QAP) but there is no guidance elsewhere about whether or where this is to be provided. Is this plan something that is developed by the Government, or by the Offeror? If it is to be by the Offeror, is the QAP to be submitted in Volume I as part of the "quality control measures" required under Evaluation Factor 3 -- Program Management? Due to the strict page limits, can such text be a summary or QAP table of contents instead of a full document (since QAPs are typically dozens of pages long)? If not, can the QAP be exempted from the 50-page limit for Volume I?	Please provide as an attachment.
57	I.23, HSAR 3052.215-70 Key Personnel or Facilities - No key personnel or facilities requirements are defined yet G.6 (Task Order Procedures) requires the Contractor to "identify the names of key personnel" who will perform the work associated with specific tasks. So that we can be responsive to the G.6 requirement, please provide specific guidance as to what FEMA considers to be the definition of key personnel (and facilities, if we must address that as well)?	Define key peronnel based on Technical Requirements and scope defined in the SOO (Section C).
58	L.1.I Cost/Price Business Proposal (Volume II). Should the small business participation plan, completed Section K and SF1449 be included in business proposal rather than the technical proposal? Is there any preference on the order in which these documents (and the other required business proposal documents) should be included?	Please include a Table of Contents with both proposals, so that we can identify it's location.
59	L Preparing Cost Proposal 2.c, Subcontractors and Teaming Partners- The last sentence of this paragraph states, “In the event competition was not sought prior to submitting the prime proposal to the government, the prime should have the subcontractors/ partners provide the same supporting information that is required from the prime.” Please confirm that completed LIN tables are only required at the Prime contract level and that subcontractors are to provide only the supporting information as it relates to the rates they are providing.	Yes, we confirm.
60	M.3, Price Evaluation Factor 5 – identifies that “a detailed cost proposal … to include Schedule B and …” Is Schedule B referring to Section B?	Yes.
61	Section L, Volume I, Evaluation Factor 3, Program Management, Risk Plan bullet – We note that the revised Solicitation removed the Section L, Factor 2a “Risk and Risk Management Plan description and the phrase “Risk Plan” still remains as a bullet under Section L Factor 3 – Program Management. Can FEMA please clarify what FEMA desires for us to include in the Risk Plan? Only our own risk of performance? Also PCP risks? Other risks or liabilities? In the context of the strict 50 page limit, do we need to include a Risk Plan itself, or can we rather summarize the elements of our Risk Plan in some manner?	Please follow Factor 3 as written in Section M. Summarize the elements of the risk plan. Combine the risk elements of offeror as well as PCP.
62	L, Factor 4, Past Performance - For the project examples, can we include examples of work for state or local governments?	Yes.
63	L, Address for Submitting Proposal CD – Pages L-5 and L-9 provide differing addresses for CD Proposal delivery; can FEMA please confirm the correct address?	DHS/ FEMA ATTN: Antoine Barnes 395 E Street SW. Washington, DC 20472-3205 FAX: (202) 646-1765
64	Is the prime contractor required to submit a pricing sheet for each LIN contained on page L-5 and B-7?	No. Must provide costs for each Labor Category listed in the table.
65	Can we compete for one or more but not compete for the entire project	Unfortunately, the administrative burden to manage this approach would not be in the best interest of the Government.

Sheet2

Sheet3

File details come from the government source that posted it. Updated Nov 14, 2017.