Technical Questions updated 4-13.docx

Replies NFIP Marketing Technical Questions-Consolidated List 2nd final replies 4.4.10

1. Q. Under Creative section 5.6, can you clarify if each medium is to be represented and how many samples are allowed?

Relevant samples of each medium for the past performance cited in the summary list, Section L, paragraph 5.3, should be submitted. The limitation on the number of samples is set forth in sentence 2 of paragraph 5.6.

2. Q. The RFP specifies that responses shall be on one side of the page. Is it permissible to use two columns per page?

Legibility of the response is very important. Provided the other requirements of Section L, paragraphs 3.5.1 and 3.5.2 are met, two columns are permissible.

3. Q. Are response pages required to be set up in portrait format or is landscape format permissible?

Provided the other requirements of Section L, paragraphs 3.5.1 and 3.5.2 are met, landscape format is permissible. Again, legibility of the response is very important

4. Q. The RFP includes a resume template. Is that the required format or can we use our own resume format as long as we include information in the template?

There is no resume template in the RFP. Offerors may use their own resume format but are cautioned that all of the information required to assess skills and experience must be present.

5. Q. Please clarify the Travel Submission requirement. Do you want one year or each year for the full five years?

As appropriate, each year should be identified.

6. Q. Is there a limit on the number of individuals who can attend/participate in the oral presentation? Does the videographer count against that limit?

Attendance at the oral presentation will be limited to ten attendees/presenters. The videographer does not count against that limit. [see q 43 following]

7. Q. Are storyboards due on April 20 along with the document and presentation? If so, how would you like them submitted (PPT?)

Yes, electronic version in PowerPoint.

8. Q. Do you want us to submit storyboards with an electronic version of the presentation?

Yes, an electronic version of the storyboards. Actual storyboards should be brought to the oral presentations.

9. Q. Do you require the presentation to be in any other format besides PowerPoint notes?

No.

10. Q. Please clarify what should be included within or outside the 40-page limit in the response. For example, is the quality assurance plan included in the 40-page technical response? Are the appendices and/or the Personnel/Staffing sections included in the 40-pages?

As stated in Section L, paragraph 3.1, not included in the 40 page limit are: PowerPoint Slides, Storyboards, Quality Control Plan, Quality Assurance Surveillance Plan and Procurement Requirements, or Resumes.

11. Q. Can we put more than one piece of creative on a storyboard?

Yes.

12. Q. Can you please clarify the requirements for media and public relations plans for the written and oral sections of the response?

Section L, paragraph 4.5.1.2 describes the requirement for presentation of the media plan. A public relations plan may be addressed in a similar fashion.

13. Q. Why is FEMA asking for costs/thousand for each media audience at this stage of the response? Could that be provided once the award is made in a full media plan?

FEMA is seeking these media effectiveness data in order to better assess the offeror’s proposed solution. It is anticipated that more refined data may be developed following contract award.

14. Q. Can you please clarify whether or not that proprietary financial data is being reviewed by non-government personnel?

Proprietary information may be reviewed by non-government personnel. However, any such reviewers will be bound by Government non-disclosure prohibitions. [see q 28]

15. Q. Can you please clarify that Core Task 1 is nine months and not 12 months as stated on B-1? Please clarify that Core Task 1 is the Base Period.

Please see that attached changes to Section B, Section J, the Statement of Objectives and Sections L and M. Six (6) months?

16. Q. Under 6.4.2.1.1-2, 3 & 4, the standard business rule is to combine all these elements into one rate versus separate rate elements. Is this acceptable for the response?

Offerors are to provide the requested cost elements.

17. Q. Can we please obtain Excel files as referenced in RFP as Attachment 6, 7 and 8?

These files were provided in RFP Amendment 3 posted on Fedbizopps.gov March 30, 2010.

18. Q. The RFP does address the fact that a subcontractor can submit proprietary data directly to Contracting versus the Prime (RFP requires a lot of confidential data). Can you please confirm this?

The subcontractor needs to work through the prime contractor.

19. Q. Section B-1 states that there is a 3-month transition and a 12-month base period but 6.4.1.1 states that there is a 3-month transition and the core base period is the remaining 9 months of the first year. Can you clarify which is correct?

Please see that attached changes to Section B, Section J, the Statement of Objectives and Sections L and M.

20. Q. Can you confirm the CLIN references in 6.4.1.1 are correct? For example, CLIN 0002 per Section B is only the ODCs for base year (both core and transition) yet it’s referenced as the Core Task Order 1 in 6.4.1.1.

Please see that attached changes to Section B, Section J, the Statement of Objectives and Sections L and M.

21. Q. Are we required to identify the costs for the sample task in Section B? It appears as though all the CLINS are in reference to either the Transition period or the Core tasks per 6.4.1.1.

No. This requirement is removed by amendment 4 to the solicitation

22. Q. Section 6.4.2: Please explain the need to further break down costs by contract year and contractor fiscal year. Can information be provided by contract year only?

No. The data are requested so that a complete analysis may be performed without being adversely impacted by the actual contract year start date(s).

23. Q. Section 6.4.2.1 requires significant information for a fixed price contract that does not require cost and pricing data. In addition, the requested information may even differ from normal accounting practices. Accordingly, please see the following questions:

1. If the contractor and/or its subcontractors’ corporate policy does not permit it to provide some proprietary data in response to RFPs/RFQs, such as payroll data, specific budgetary data and contracts with current/future employees, etc. but have historically made this available for DCAA and have complied with all other government audits, is it required for this RFP?

The contractor may indicate those elements that it may not be permitted to submit along with contact information for the cognizant DCAA or other Government auditor.

2. Are job classifications required for every staff position that could perform work? If so, would one or two sentences suffice? Can this be submitted in a chart format? If you are not using standard titles, are job descriptions required?

Job classifications/titles should be provided for all positions that could perform work. One or two sentences will suffice. The information can be submitted in chart format. Full job descriptions are not required.

3. Section 6.4.2.1.1 requires a further break down of a company’s indirect rate structure. If the contractor’s or subcontractor’s proposed indirect rates are based on an indirect rate structure/agreement audited by a cognizant government audit agency whereby each of these elements are detailed and a copy is provided with the proposal which details each of these elements, are we required to further break down the provisional indirect rates to this level, even though it is not our normal accounting practice? In addition, this information seems specific to this one contract where indirects are developed based on the entire company structure for a fiscal year or years.

FEMA will accept submission of the rate structure audited and agreed to by DCAA or another Government audit agency without further breakdown. Again, contact information for the cognizant auditor should be submitted

24. Q. If the resultant contract (for the prime or subcontractor) is not expected to be $25m, what is required to satisfy 6.8?

The Government estimates media costs to exceed $25 million over the term of the contract.

25. Q. Are subcontractors required to complete Section I/Section for Volume IV?

[Assume this is in reference to Section L, paragraph 7.3, Section I-Contract Clauses which directs offerors to. “Complete fill-in(s) where appropriate.”

26. Q. Section 6.7.1: This section states that a contract can only be awarded to an Offeror whose accounting system has been deemed adequate by DCAA and shall provide evidence as such. However, the last sentence states that those without an approved accounting system will be subject to an audit. Please confirm that if the selected contractor has not had a DCAA accounting system audit, it can still receive the award.

A DCAA accepted accounting system is not required for a firm-fixed-price contract. An approved system is only a requirement in a cost type contract.

27. Q. Prime and Subcontractors will identify assumptions for each cost element for the Fixed Price. To confirm, if FEMA determines that they want additional services/production/etc. beyond what is proposed in this RFP, will the Task Order Fixed Price be adjusted for a change in scope?

Yes.

28. Q. Reference 1.6 Non-Government Personnel - Will non-government personnel be involved in reviewing cost proposal information?

Proprietary information may be reviewed by non-government personnel. However, any such reviewers will be bound by Government non-disclosure prohibitions.

29. Q. Can we add visuals or change a PPT slide or two for the presentation as long as we keep the main content intact, e.g. could we just change the order of the bullet points, etc.?

In order to minimize confusion, it is requested that changes not be made.

30. Q. Can we update charts between submission and orals? (i.e. we would have another month’s worth of data so can’t we add before orals but not change the nature of the charts)?

Yes. The data can be updated, but the nature of the charts may not be updated.

31. Q. For the transition period – are we to only estimate costs for incumbent accepting new work and getting up to speed or are they looking for JWT’s costs to transition out or JWT’s costs to be involved in the transition period with small business prime?

Offerors are to price their efforts to assume full responsibility for operation of the contract.

32. Q. Will there need to be transition activity associated with existing system of record bureau to a new bureau as the assumption will be to keep the primary running in parallel while the other is in transition?

Yes. A transition activity might be needed when there is a change to the data source(s) required for the conduct of this contract.

33. Q. Will there be any additional partner/vendors beyond the following?

• Call Center Vendor

• BRC Vendor

• FloodSmart Web - Transition and new development to support new vendor?

• Bureau (System of Record) – potential transition?

• Retention Agent Vendors

• 3rd Party Demographic Vendors

• Flood Map Vendor

• Fulfillment Vendors

The offeror’s solution is expected to determine, at least in part, “partner(s)/vendor(s). It is possible that, over the term of the contract, there will be various “partners/vendors” and other entities that the contractor will have to work with.

34. Q. We understand that there are currently 40-plus direct mail campaigns annually. Can you please elaborate on any expected changes to frequency in the direct mail campaign effort?

The direct mail campaigns are expected to be an element in the offeror’s response to the Statement of Objectives. Hence, offerors should describe their proposed use/execution of direct mail campaigns.

35. Q. We understand there are there are currently 100-plus WYO companies and 28,000 registered FloodSmart agents. Please elaborate on any marketing needs.

As stated in the Request for Proposals, FEMA works with and supports the marketing efforts of the Write Your Own companies, FloodSmart Agents and others. Offerors are encouraged to propose solutions that increase the effectiveness and efficiency of all entities marketing the National Flood Insurance Program.

36. Q. Current ad hoc requests for flood risk assessments are common. Can we assume that these types of requests will continue in the future?

Yes.

37. Q. There is mention that the system should support leads from the postal system. Please elaborate.

As stated in the Statement of Objectives, the lead processing system must capture, track, transmit to registered insurance agents and report on leads. This includes those received via the postal system. The system should be able to distinguish leads received through the postal system from those received from other sources.

38. Q. It is stated that FEMA wants certification and accreditation to occur prior to acceptance or on boarding of the contractor. This can take months to do. In addition, there could be expenses associated with any development and /or additional hardware/software as a result of going through the audit. Is FEMA willing to accept the burden of expenses incurred for certification and accreditation?

FEMA has determined that it wants the system certification and accreditation prior to authorizing system operation. Hence, this requirement is contained in amendment 4 to the solicitation. Recognizing the time that might be required for the certification and accreditation, the Transition Period [CLIN 001] has now been set at six (6) months. The expenses for the certification and accreditation should be included in the offeror’s price for the Transition Period.

39. Q. There is mention that there could be a possibility of this certification being waived. How and with whom do we need to discuss ahead of time to ensure that what we have in place will meet the requirement?

It has been determined this requirement will not be waived. Please see the information contained in amendment 4 to the solicitation.

40. Q. It is our understanding that there are 20-plus reports being delivered under the current contract. Do the current reports satisfy the client and/or will there be a need for additional reports? Will FEMA require direct access to reports based on marketing activity?

Based on the offeror’s solution a different set of reports may be required over the course of the contract. Yes, FEMA will require direct access to reports.

41. Q. The RFP states that the Relevant Past Performance Summary List and Worksheets are due by 3 p.m. EST on Wednesday, March 31. The Worksheets also call for offerors to describe the services and creative work samples that are being submitted with the proposal and why they are relevant to the SOO, so this information will also be submitted in conjunction with the Worksheet by Wednesday, March 31. Should all of this detail also be included in the final technical proposal that is submitted on April 20?

Yes.

42. Q. The table in Section L 5 of the RFP lists the number of originals and printed and digital copies that should be submitted for each Volume of the proposal (Technical, Past Performance, Cost/Price and Contract Documents). Please verify if each Volume is to be provided in a separate document and on a separate CD.

Yes.

43. Q. How many presenters are allowed from each submitting team for the oral presentation? (reps only from the Prime or may a rep from each sub be allowed to attend?)

Attendance at the oral presentation will be limited to 10 attendees/presenters. The videographer does not count against that limit.

44. Q. Are oral presentations required as part of the evaluation of contractors?

Yes.

45. Q. Why are three (3) years of financial records required with past performance?

Three years of financial records are to be used in assessing the offeror’s financial capability and determine contractor responsibility.

46. Q. Can a contractor face negative or neutral rating for not establishing a full 5 percent growth over the last12 months?

The rating standards for performance under the contract have not yet been established.

47. Q. What is the estimated number of hours for this contract (i.e. 2,000 hours, 4,000 hours, etc.)?

The Government does not have an estimated number of hours for the contract. The hours proposed should reflect the offeror’s proposed solution.

48. Q. Does the government have a preferred vendor to work with to supply 508 compliance documents (i.e. Braille)?

No.

49. Q. Is there a list with personnel qualifications, education or requirements?

No. There is no such list beyond that contained in Section L. paragraph 4.8.1.4 which addresses qualifications of “key personnel.”

50. Q. What is the size standard of the contract?

As stated in Section K, the North American Industry Classification System (NAICS) code for the acquisition is 541840 and the small business size standard is $7 million.

51. Q. Is the government projecting a minimum or maximum number of required personnel to fulfill this contract?

No.

52. Q. Does the incumbent have a call center service or this relationship already established with the government?

Yes.

53. Q. What expectations are there for the call center component of the contract?

The call center is expected to be an integral element in the operation of the contract, e.g., handling leads, responding to inquiries and providing data for the evaluation of the effectiveness of contract and other activities.

54. Q. Are contractors allowed to team with other government agencies to fulfill this contract (i.e. Government Printing Office, etc.) or are we required to find outside vendors, such as a civilian calling center to complete this?

Yes, proposers may “team” with other government agencies to the extent those agencies are permitted to participate in such an activity. It should be noted however, as stated in the Statement of Objectives, that the offeror’s solution must meet the requirements of Title 44, Government Printing and Binding Regulations. Further, all contract printing requirements, other than incidental reproduction, will be ordered from the GPO by FEMA and paid for by FEMA directly.

55. Q. Given the size of the contract, and dollar value of some ODCs, can contractors assume that some of the ODCs will be paid directly by the government rather than reimbursing the successful bidder.

No. However, the contractor will be reimbursed for certain costs. Due to their dollar value and uncertainties to amount, certain costs will be paid via advance payment/letter of credit. Not withstanding the provisions of Section I.9, subparagraph (a)(2), see new Section H.10.

56. Q. What value will reviewers place on corporate capability over past performance requirements? If a bidder has an employee with relevant prior experience with FEMA, but not as a member of his/her current company, can such experience still be rated positively overall?

As stated in Section M, paragraph 4., Mission Capability, Personnel/Staffing and Past Performance are equal in importance. Evaluation of proposed staff will be done in the context of the proposal’s Management and Personnel/Staffing Plans.

57. Q. Is there a budget (in terms of dollars) for the base period?

No.

58. Q. Is there an advantage for FEMA if the contractor(s) are located in the areas more prone to flooding, i.e. like the South? In terms of scoring / evaluation?

Location of the contractor(s) will be considered in the context of the offeror’s proposed solution and to the extent the offeror demonstrates the location’s contribution in meeting the objectives of the contract.

Section J, Attachment 1, Statement of Objectives, SOO page 2

Revise the Specific Objectives paragraph to read:

Increase the net number of NFIP policies by a minimum of two and one-half percent (2.5%) within 12 months from the date of contract award and a minimum of five percent (5%) annually thereafter.

As indicated in the reply to question 21, Mitigation believes that receiving cost data for the Sample Task B will be of limited benefit and has the potential to confuse offerors and the evaluation process. The Following changes have been identified in association with this change in proposal requirements.

Revise Section L, paragraph 4.1.3 to delete “—reminder, pricing for the Sample Task shall be included in Cost/Price, Volume III” Delete Section L, paragraph 4.6.1.7 in its entirety.

Revise Section L, paragraph 6.1 to delete “sample Task Order” from the listing Revise Section L, paragraph 6.0 to delete “and Sample Task Orders” Revise Section L, paragraph 6.4.1 to delete “and the FFP sample task order (Section L, attachment 2)” Revise Section L, paragraph 6.4.1.1, first sentence to insert after the word contract, “,carrying out the Strategic Plan/SOW,”.

Revise Section L, paragraph 6.4.1.2, first sentence to read: “The Offeror’s cost estimate for the task orders shall reflect the Offeror’s approach in the distribution of labor, travel, materials, subcontracts, and all other direct costs (ODCs) necessary to perform all work under the contract.”

Revise Section L, paragraph 6.4.2, first sentence to delete the words “and the sample task”; change the words “Attachments 7 and 8” to “Attachment 7”; change the word “guides” to “guide”.

Revise Section L, paragraph 6.4.2, second sentence, to delete the word “sample”.

Revise Section L, paragraph 6.4.2, fourth sentence, to the words “Attachments 7 and 8” to “Attachment 7”.

Revise Section L, paragraph 6.5, first sentence to begin, “The Transition-in and Core Tasks cost proposal…” Revise Sectional L, paragraph 6.5, last sentence to delete the words “and sample”.

Revise Section L, Attachment 2, Sample Task Situation to delete the last paragraph.

Delete the spreadsheet, Section L, Attachment 8.

Delete Section M, paragraph 4.6.8.

Revise Section M, paragraph 6.1.2, second sentence to delete the words “and sample”.

Revise Section M, paragraph 6.1.3, first and second sentences to delete the words “and sample”. Revise the fourth sentence to delete the words, “and the sample task”.

Revise Section M, paragraph 6.2.2 to delete “Total Probable Cost – Sample Task” from the list.

DRAFT Paragraph H. 10

H. 10 LETTER OF CREDIT

Pursuant to Section I.9, Clause 52.232-12 Advance Payments, and in accordance with Agency procedures, a Federal Reserve Letter of Credit will be established by the Federal Emergency Management Agency (FEMA), against which the Contractor will withdraw funds pursuant to prescribed Federal Reserve Letter of Credit procedures.

The Contractor shall submit a monthly report to the Contracting Officer and the COTR outlining the total funds expended and withdrawn during the month along with cumulative funds expended to date for each allowable area of payment described below:

a. Payment of all shipping and postage expenses, including postage for direct mail; and

b. Payment for all media expenses, including broadcast, print, and list generation for direct mail. The cost of advertising in media shall not exceed the published or certified card or schedule rates for space or time less the maximum amount of any discount available.

The Contractor shall not load indirect cost or fee/profit to letter of credit expense. The Contractor shall only be compensated for the actual cost of advertising in media excluding any commission, refund or rebate.

The Contractor shall establish a bank account at a qualified bank or credit union of its choosing for the deposit and disbursement of drawings made/audit against the Letter of Credit, which bank account shall be used solely for that purpose. Under no circumstances shall the Contractor draw against the Letter of Credit for the purposes of paying itself, any affiliate, subcontractor or any agent except as provided herein.

Funds expended for letter of credit will be subject to review for reasonableness and allowability.

Additional Technical Clarifications:

· In reference to GFE and IT systems, FEMA is open to lower cost alternatives. However, the alternative must comply with the FEMA IT Security requirements and guidelines as described in the DHS 4300A Sensitive Systems Handbook.

· L-9, 4.5.1, states media buy is $8-10 Million, a clarification needs to be made: “media buy” also includes: COOP (cooperative advertising media) and direct mail postage.

· Pricing for the sample task will not be needed.

· Ten people are allowed to attend the oral presentation, this does not include videographer.

· The transition will be six months and then a six month base because of the Certification & Accreditation (C&A) process for the IT System.

· On the same form referenced above in block 9 it states the number of copies/originals, says 12, but then in Section L there is a table that shows a different variety of number. Which one should we go with? FEMA wants the Offeror to follow the number of submittals listed in the table on page L-5 and L-6; Form 33, section 9 will be changed.

· Reference to Section L, P L-16: the non-disclosure agreement should be included in the Volume 4 with the submittal.

· If you submit charts prior to your oral presentations, and then when orals are held you need to present an updated chart, that is approved, as long as FEMA had a sample submitted previously.