TARC ANNOUNCEMENT FINAL9 4 09(1)

Pre-Solicitation Notice: HSFEHQ-09-R-0113 A. General Description:

The Federal Emergency Management Agency (FEMA), now included within the Department of Homeland Security (DHS), Mitigation (MT) Directorate, hereinafter referred to as FEMA, requires services under the Brooks Architect –Engineer (AE) Act as implemented in FAR Subpart 36.6 to provide support for the Technical Assistance and Research Contract (TARC) across the United States and its territories. FEMA intends to award one (1) Indefinite-Delivery, Indefinite-Quantity, Architect-Engineer contract to support this effort.

The NAICS code for these services is 541330 – Engineering Services. To qualify as a small business under this NAICS code, your firm must have had an average of less than $4.5 million in revenue over each of the past three (3) years.

The process that will be followed is listed in the Selection Process section below and will consist of a Phase I submission of SF 330s, followed by selection of a short list of firms to continue into Phase II. This pre-solicitation notice will be the only notice published for this opportunity. The solicitation will not be published on FEDBIZOPPS and will only be released to the most highly qualified firms.

B. General Scope:

The selected contractor shall be expected to provide National and Regional subject matter expertise (SME) in architecture and engineering fields of knowledge to understand the built environment’s effect on building performance, primarily related to structures, regarding:

· Natural hazards and risks that include but are not necessarily limited to, floods, hurricanes and typhoons, severe storms, ice storms, earthquakes, tsunamis, volcanic eruption, tornadoes, hail and wildfires.

· Man-made hazards and risks that include but are not necessarily limited to, explosive blast, chemical, biological, nuclear and radiological weapons, dam failures, potential intrusions and assaults by varying weapons, and Technological hazards, such as accidental chemical, biological or nuclear releases. This shall include pandemics.

This SME knowledge is needed for field assessments or investigations, research, guidance development, architectural and engineering coordination and analysis for the two objectives. Both objectives, as described below, will normally involve a formal written report, assessment, analysis, presentation, booklet or manual to the Federal Emergency Management Agency (FEMA). These written documents are widely distributed and must undergo a stringent quality control process for both the engineering and the technical editing to insure the results provide the most effective communication for the intended audience. The documents produced are often National level publications that reach a broad audience. In coordination with FEMA, the contractor team would be expected to present the results of the studies and investigations and/or report at professional meetings, as well as publish the work in venues that reach a broad audience.

The contractor shall be required to execute two objectives of equal importance. The level of effort during the course of the contract is expected to vary based on the severity of the natural disaster or man-made event, other concurrent activities at the time of the event and the need for post-disaster assessments or investigations and/or analysis. The government anticipates the majority of work to involve natural hazards mitigation.

The two objectives to be accomplished are:

Problem-Focused Studies. This objective will normally result in a report, assessment, analysis (statistical or qualitative) or publication as part of a continuing effort to reduce disaster losses. Problem-focused studies will normally involve a literature search, considerable research, intimate knowledge of the building science aspects of FEMA’s programs that may last a duration of six months or longer. Publications and deliverables are also produced that give specific advice to national audiences on natural hazards risks and how to design and plan to reduce these risks. The audience includes design professionals, codes and standards producing organizations, building owners, code and public officials, the general public, and others. In the future, FEMA expects to continue to reach different audiences with technical information through both printed material and information available on its website and the websites of partner organizations and others.

Post-Disaster Forensic Engineering Investigations. This objective involves fielding a forensic engineering team of nationally recognized SMEs, local SMEs , FEMA personnel, and State representatives to quickly identify damage trends which may be occurring, causes of disaster damages observed, and recommend how these damages or trends can be avoided in the future. These deployments are called Mitigation Assessment Team (MAT) deployments. This objective requires a high state of readiness that includes the capability to place a team in the field within 48 hours following the declaration of a disaster by the President. In the post-disaster assessment or investigation, the engineering, field visits, and the reports must usually be completed within three to six months. Key personnel involved in these efforts should have specialized experience evaluating damages after natural events, relating performance to national standards and building codes and working on an interdisciplinary team. Findings from these forensic engineering assessments or investigations normally include recommendations that are addressed to public officials, design professionals, and others. These publications frequently affect reconstruction after a major disaster and can influence public policy on a national level. These reports are widely distributed and are subject to intense scrutiny. This objective also includes annual funding for maintaining a database of national SMEs (MAT database), updating the FEMA MAT website, and otherwise maintaining readiness for MAT deployments.

In order to accomplish both objectives, the contractor is expected to have an office in the DC metropolitan area for coordination with the Contracting Office Technical Representative, Program Manager and FEMA. In addition, the contractor could be required to be housed internally within FEMA offices.

C. Submission Requirements:

All submittals, to include portions from subcontractors, shall use a type pitch that is not smaller than a standard eleven-point font type, with the exception of charts, graph, or tables, which shall use a pitch no smaller than 10-point.

Offerors shall submit – One (1) original, six (6) hard copies and two (2) electronic copies of the completed form SF 330 showing project experience and personnel who will perform the work.

Electronic copy format:

- Each electronic copy shall be submitted on an individual CD.

- Text documents or parts of documents should be in printable, searchable Portable

Document Format (PDF).

- Charts, graphs, spreadsheets and other numerical documents shall be submitted in printable, Microsoft Excel 2003 format. (.XLS)

- Charts, graphs and spreadsheets shall retain all formulas and references.

The following information must appear on the face of all forms and on the outside of the envelope:

- Submitted in Response to HSFEHQ-09-R-0113

- Contract Specialist: Tara Scott

- Room: Mitigation Section, Patriot Plaza 5th Floor

Submissions should be mailed to the following address:

Federal Emergency Management Agency

Acquisition Management Division Mitigation Section

Attn: Tara Scott 395 E. Street SW, PP 5th Floor Washington, DC 20472-3205 Submissions may be hand delivered to the following address:

Federal Emergency Management Agency

Acquisition Management Division Mitigation Section

Attn: Tara Scott 395 E. Street SW, PP 5th Floor

Washington, DC 20472-3205 To assure consideration, all information must be received by the Contracting Officer no later then 01 October 2009 3:00 P.M. Eastern Time.

Strict adherence to the submission instructions will be enforced. In addition, submissions must acknowledge notice/receipt of all amendments or modifications. Facsimile transmissions or electronic submissions will not be accepted.

SF 330 Part I – Contract-Specific Qualifications: SF 330 Part I submittal must not exceed fifty (50) pages, 8 ½” X 11” front side only. Charts and drawings will be counted as two pages if submitted on 11 X 17” size paper. Double-sided pages shall be counted as two pages. Front and back cover pages and tab pages will not be counted in the page limit nor will these pages be evaluated; i.e., any information listed on these pages will be ignored. All pages following the first fifty (50) pages will not be considered. All other material such as brochures or samples of work, attachments or extra pages will not be considered.

SF 330 Part II – General Qualifications: Part II is required for each branch office of the prime firm and any subcontractors that will have a key role in the proposed contract. There is 50 page limit on Part II.

Small businesses are welcomed to form Joint Ventures with other small businesses. Joint ventures consisting of any Large Business will not be considered.

The Interested Vendors List (IVL) feature has been activated on the Vendors portal to FedBizOpps, and firms are encouraged to provide their contact information there to help maximize teaming arrangements and small and small disadvantaged business participation on this procurement.

All questions must be submitted in writing to Tara Scott. The cut off date for questions concerning this announcement is September 17, 2009. All questions and answers will be published as an amendment to this announcement.

Only firms responding by the date and time stated above will be considered for selection. Late responses will be handled in accordance with FAR 52.215-1, late Submissions, Modifications, and Withdrawals of Bid. No materials will be returned. No other announcement is anticipated for this requirement. Late responses will be handled in accordance with FAR 52.215-1, late Submissions, Modifications, and Withdrawals of Bid. No materials will be returned. This is not a request for proposal. No other announcement is anticipated for this requirement.

D. Selection Process:

The selection process shall be in accordance with Federal Acquisition Regulation Part 36, Subpart 36.6, Architect Engineer Services and the Brooks Act (Public Law 92-852). The selection process will be accomplished in two phases:

Phase I: Screening Phase: During which the SF 330 will be evaluated against the Selection Factors 1-5 listed below to select the most highly qualified firms (the Short List) for continued participation in the procurement process.

The letter notifying those firms selected for the short list will contain an appointment for one-on-one due diligence sessions with the Agency staff. Expenses for due diligence will not be reimbursed. For planning purposes, it is anticipated that these discussions will be conducted at FEMA Headquarters, Patriot Plaza, Washington, DC and shall not take longer than (1) hour.

Phase II: Selection Phase: The short list firms will be requested to submit a response to a scenario that will be provided and participate in further oral discussions pursuant to FAR 36.602-3( c). The additional information will consist of a comprehensive Project Management Plan (PMP), Technical Work Plan (TWP), and a Quality Management Plan (QMP) that address the firm’s solution to meeting the General Scope. The page limit for the Phase II submission is 50 pages. The plans will be reviewed before discussions are held.

Each of the short-list firms shall be given an opportunity to participate in discussions. After reviewing the Phase II submission, a letter will be sent to each of the short list firms scheduling a date for the discussions and containing a list of questions covering materials submitted previously. Each firm is responsible for ensuring that any required presentation equipment is available and working properly for their portion of the discussions.

During discussions, the short-list firms may be requested to provide further clarification concerning their submissions. After discussions, the firms will be evaluated and ranked, based on the information presented in their previous submissions and the discussions.

Selection factors 1- 8 listed below will be used for making the final selections(s).

Both unsuccessful firms and firms selected for negotiation of a contract will be notified.

Negotiations will be conducted beginning with the most highly ranked firms in the selection and will proceed until sufficient awards have been made.

Debriefings of successful and unsuccessful firms will be held after final selection has taken place and will be conducted, to the extent practicable.

E. Selection Factors:

Eight (8) factors will be used in the selection of firms. Factor 1 through 5 will be used to evaluate firms’ SF 330s during Phase I. Factors 1 through 5 are listed in decreasing importance. In addition to Factors 6 through 8 will be used to evaluate the firm’s Phase II submission. Factors 6 through 8 are listed in decreasing importance. Each Phase will be rated independently and the overall rating of Phase I and Phase II are of equal value. Factors 1, 2, 3 and 6 have sub-factors. Sub factors within a Factor are listed in decreasing importance. Factors 4, 5, 7 and 8 have no subfactors.

FACTOR 1. PROFESSIONAL QUALIFICATIONS

The Government will evaluate qualifications and the demonstrated capability of the firm in the areas below:

Subfactor a): Building performance studies.

Subfactor b): Technical Report Writing.

Subfactor c): Training Development, Implementation and Outreach.

Subfactor d): Engineering review of mitigation activities.

Subfactor e): Demonstrating integration of engineering disciplines and Geographic Information Systems (GIS).

Subfactor f): Developing, designing, implementing and enhancing Building Science websites, systems and tools.

Subfactor g): Coordinating with all government entities as well as other non-governmental sectors (e.g. state and local building code and planning officials, builders, developers, floodplain managers and property owners) to develop and implement disaster resistant building codes, standards and construction. Building, maintaining and leveraging partnerships among the various groups.

FACTOR 2. CAPACITY TO ACCOMPLISH THE WORK IN THE REQUIRED TIME

The Government will evaluate the capacity to accomplish the work in the required time in the areas below:

Subfactor a): Capability to perform building performance studies.

Subfactor b): Technical Report Writing.

Subfactor c): Training Development, Implementation and Outreach.

Subfactor d): Capacity to perform engineering review of mitigation activities Subfactor e): Capacity to integrate engineering disciplines and Geographic Information Systems (GIS).

Subfactor f): Capacity to develop, design, implement and enhance Building Science websites, systems and tools.

Subfactor g): Capacity to coordinate with all government entities as well as other non-governmental sectors to develop and implement disaster resistant building codes, standards and construction.

Subfactor h): Capability and resources to handle multiple disaster-related forensic engineering deployments without interfering with problem-focused hazard mitigation studies.

FACTOR 3. SPECIALIZED EXPERIENCE AND TECHINCAL COMPETENCIES

In addition to having extensive knowledge of natural hazards protective design and construction practices in hazard-prone areas, the offeror must demonstrate successful experience or experience which is similar to the following:

Subfactor a): Experience in engineering, architecture, building codes, design and construction and other disciplines related to hazard mitigation.

Subfactor b): Evaluating buildings, structures and infrastructure damaged as a result of a disaster through the use of nationally recognized technical experts.

Subfactor c): The Government will evaluate the firm’s experience in monitoring and managing cost, schedule, and performance. In addition, the firm will show what methodologies that have been used to mitigate risk.

Subfactor d): Forensic engineering capabilities that include use of visual inspection, photographs, calculations, testing, categorizing damage, field survey methods, aerial over-flights, remote sensing and other methods to clearly identify the cause of failure.

FACTOR 4. LOCATION IN THE GENERAL GEOGRAPHIC AREA OF THE PROJECT AND KNOWLEDGE OF THE LOCALITY

The Government will evaluate the firm’s familiarity and experience working with the state and local government entities and other professional organizations. The Government will evaluate the firm’s ability to produce and obtain products compliant with all national, regional, state and local rules and regulations; and with all necessary certifications; as well as the ability to identify and assess multiple hazards and unique or specialized flood risk situations within the United States, Puerto Rico, and U.S. Territories. The Government will evaluate the firm’s staffing in the National Capital Region.

FACTOR 5. PAST PERFORMANCE IN CONTRACTS WITH GOVERNMENT AGENCIES AND PRIVATE INDUSTRY IN TERMS OF COST CONTROL, QUALITY OF WORK, AND COMPLIANCE WITH PERFORMANCE SCHEDULES The Government will evaluate the firm’s past performance on contracts with Government agencies. Private industry will be evaluated in terms of costs and performance for contracts of a similar type, size and scope. The firm must provide a list of up to three contracts performed within the past five (5) years. For each contract, the firm must provide points of contact (name, title, email address and current telephone numbers) as well as the type of work accomplished under each contract.

All available information regarding a firm's past performance (governmental and non-governmental) will be used to estimate the expected future performance of the firm. In the case where there is no information on past contract performance or where past performance is not available, the lack of a performance record may result in an unknown risk assessment which will neither be used to the advantage or disadvantage of the Offeror.

FACTOR 6. PROJECT MANAGEMENT PLAN (PMP)

The Government will evaluate the firm’s comprehensive approach to the overall development, management and coordination of the contract in accordance with the General Scope. The PMP must include the roles, responsibilities, and management structure in a clear, efficient, and concise manner of all parties, whether that party be a prime or a subcontractor. The Government will evaluate the Offer’s Risk Management Plan for the delivery of quality products on-time and according to subfactors below:

Subfactor a): Comprehensive Approach to Cost

Subfactor b): Comprehensive Approach to Schedule

Subfactor c): Comprehensive Approach to Performance Reporting

Subfactor d): Comprehensive Approach to Risk Management

FACTOR 7. TECHNICAL WORK PLAN

The Government will evaluate the firm’s technical work plan that is cross-referenced to the General Scope. The work plan should illustrate how the team will accomplish the work, use subject matter experts and shall include any constraints on the plan.

FACTOR 8. QUALITY MANAGEMENT AND CORRECTIVE ACTION PLANS

The government will evaluate the firm’s quality management and corrective action plan. The quality management plan should outline how the firm will utilize quality assurance methods and practices to eliminate unacceptable or below standard deliverables. Quality assurance assessments provide feedback that identifies both positive trends as well as areas needing improvement. The quality management plan shall illustrate the manner in which routine and random quality assessments will be accomplished, documented and reported. Quality assessments that identify below standard deliverables or areas needing improvement shall also include a corrective action plan. Corrective action plans shall illustrate the manner in which the firm shall bring unacceptable or below standard deliverables into compliance as well as clarify mitigation methods and procedures that will be implemented to eliminate the duplication of unacceptable or below standard deliverables.

F. Contract Information:

The resulting contract will be one hybrid Indefinite Delivery/Indefinite Quantity (IDIQ), Architect/Engineer Contracts, with five (5) ordering periods consisting of a base year, plus four options years from the date of award. The resulting contract will be structured to allow for the issuance of task orders as Firm-Fixed-Price (FFP), Cost Plus Fixed Fee (CPFF), and/or Cost Plus Award Fee (CPAF).

The maximum value will be $25,000.000.00

The NAICS Code for this action is 541330 and the small business size standard is $4.5 million in average annual receipts over the past three year. This announcement is open to all businesses regardless of size.

Small businesses are encouraged to participate as prime contractors and should consider teaming with other small businesses.

Large businesses are encouraged to include a high percentage of small business firms in their team composition.

If a large business is selected for a contract, after the Phase II selection process and prior to contract negotiations, it will be required to submit an acceptable Small Business Subcontracting Plan, in accordance with FAR Clause 52.219-9, Small Business Subcontracting Plan and HSAR 3019.705-1, Small Business Subcontracting Program.

It is anticipated that the firm’s business proposal will be audited by the Defense Contract Audit Agency (DCAA) prior to award. During this audit the firm’s cost accounting system will be reviewed for adequacy. Changes or adjustments to the firm’s cost accounting system and/or proposed (both for direct costs and indirect costs) rates may be required as a result of this review.

Firms must be registered in the Central Contractor Registration (CCR) at the time of contract award. You must register via the internet at: www.ccr.gov.

Firms are also required to be registered in the Online Representations and Certifications Application (ORCA) at the time of contract award via the internet at: hht://orca.bpn.gov.

Contract award is anticipated no later than 01 March 2010.

Point of Contact:

All questions concerning this effort will be directed to the following:

Tara Scott 395 E. Street SW Washington, District of Columbia 20472-3205

(202) 646-4327 Tara.Scott@dhs.gov Alternate Point of Contact:

Danielle Cotten

395 E Street SW

Washington, District of Columbia 20472-3205

(202) 646-4361

Danielle.Cotten@dhs.gov

Place of Performance:

Washington, District of Columbia 20472-3205 United States

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