Compiled Question to HSFEHQ-10-R-0033 v5.docx

ATTACHMENT V

Response to Vendors Questions

RFQ: HSEFEHQ-10-R-0033

Remote Broadcast Transmissions, Engineering and Productions Services February 17, 2010

1. Is this a new rfq, if not who are the current contract holders; and

HSFEOP-06-A-00003

Mobile Video Services, Ltd.

1620 I St NW, Ste 1000 Washington, DC 20006

a) if FEMA has been using a company for such services in a different variation of this request, how many times has it been used in the last 1 year, 2 years, and 5 years?

2009: 1 deployment 2008: 12 deployments 2007: 4 deployments

These numbers represent the initial deployment phase for each disaster and do not include extensions to individual deployments.

b) How many different locations?

Over the life of the previous contract, trucks and crews have been used in Arkansas, California, Colorado, Florida, Georgia, Iowa, Louisiana, Mississippi, Missouri, Minnesota, North Carolina, North Dakota, Texas, and Washington, DC.

2. In the RFQ it states that the government is going to select an East Coast company and a West Coast Company, can you please clarify.

a) if you are interested in the east coast part of the contract does the primary bidder have to be from the east coast.

Due to FEMA’s need to rapidly deploy teams to various location covering such a large geographic area it is more beneficial to have contractor(s) strategically located on the east and west coast, however the Government reserves the right to award on the basis of the proposals being the most advantageous to the Government (see Solicitation section L.11 (a) General).

b) also, For example if the primary bidder is from the East Coast, but has as partners, companies that are nationwide is that a problem in the governments eyes.

No, this is not a problem. Companies with national footprints (or having partners with national footprints) will be considered.

3. Is there a minimum guarantee on this RFQ either per month or per year?

The total minimum guarantee for the requirement is $5,000. There are no monthly or annual guaranteed funds.

4. With the bad weather nationwide is the government willing to extend the Feb 25 deadline?

The proposal due date has been extended to Thursday, March 4, 2010 1:00 pm EST. No further extension will be granted.

5. Also is the government willing to extend the proposal deadline?

See Answer 4.

6. Does the government understand that in “emergency conditions” there are additional expenses with regard to “overtime”?

Overtime expenses are addressed in the RFP in Section L (under “COST”) as well as FAR 52.212-4 and 52.222-2 (incorporated in Section I of the RFP). Any hours worked beyond 10 at the request of the Government will be compensated accordingly.

7. The government is asking for 10 hour days, does the government allow for additional overtime compensation above and beyond time and a half?

See Answer 6.

8. Re: on site and local (Washington DC) engineering support, writers/producers and broadcast coordinators for long format broadcast projects, Is this above and beyond when an “emergency” occurs?

Requirements for non-emergency work may occur.

9. In response level 1 and 2, there is no listing for an audio technician, is this an omission?

No. An audio technician is not required at Response Levels 1 and 2.

10. Please clarify what the government is looking for in c 6 section 508 compliance requirements.

On some occasions, we may need to transmit video with closed captions. Transmission equipment must be capable of transmitting Line 21 captions.

11. In the wage determination, please clarify it does not appear to have anything to do with this RFQ.

The wage determination was included primarily as an example of what will be required to support the wages included in your proposal.

12. Is any preference given to GSA contractors?

No, there is no preference given to GSA contractors.

13. Is there a monthly retainer for administration?

No there is no monthly retainer for administration.

14. Do we need to submit a list of technicians? (pool of candidates.)

No. However, a representative sample will assist in demonstrating technical proficiency.

15. Are there any security issues and will the technicians need to be vetted?

Security requirements shall be based on current Department of Homeland Security (DHS) policy for contractors. Each employee of the contractor working on the contract shall either be a citizen of the United States of America or has lawful resident status.

Contract personnel should be able to successfully pass a standard background investigation (National Agency Check). Contract personnel may operate in restricted-access areas and will be briefed on appropriate security procedures upon task commencement.

16. The SOW states: Completed past performance questionnaire must be received by Contract Specialist/Contracting Officer No Later Than (NLT): Friday, February 25, 2010, 11:00 am Eastern Standard Time (EST). However, Feb 25 is a Thursday. Please clarify.

The Past Performance due date is extended to: Monday, March 1, 2010, 11:00 am Eastern Standard Time.

17. Can different rates be proposed based on the location of work to be done? (ie: videography in DC may have different rate than videography in Little Rock)

In response to the RFP provide rates based on task order being issued in Washington, DC. However, different rates may be proposed based on actual individual task orders.

18. Can past performance references be included from teaming partners as well as prime?

No, past performance references should come only from customer/clients of the prime contractor.

19. Program Manager – Although the title and responsibilities of this person are described in detail in Part C.9, pages 6 and 7 of the SOW, this position is not noted in the rate structure spreadsheet. How does this get billed out?

Costs associated with program management should be built in to the base rates for each response level.

20. Can additional positions be added to the rate structure spreadsheet?

Yes, additional labor categories may be identified and included in your cost proposal, however you are required to provide the labor categories as outlined in Attachment III ,Price Cost Excel Spread Sheet for base and option periods. Additional, rate may not used in the evaluation of the proposal.

21. Key Personnel info - are you looking for info on just the Program Manager or all the positions listed on pages 4 and 5 of the SOW?

In-depth information on the proposed Program Manager should be provided. A representative sample of other positions will assist in demonstrating technical proficiency.

22. Section L-10 of the instructions document notes a reference to booking and scheduling satellite time through existing FEMA contracts. Does this mean the contractor is not expected to bill for satellite time, but simply the uplink trucks and ancillary video crew and equipment?

The contractor will not be responsible for booking or invoicing satellite time. Satellite time will be booked and coordinated by HQ Broadcast Operation’s personnel under existing FEMA telecommunications contracts.

23. A social media component (in Bold) is referenced in the contract overview on FedBiz ops: [[The contractor(s) will be responsible for working with FEMA personnel to produce and deliver pre- and post-event information, including public communications, through national and local news media, agency social media efforts, and situational awareness support of: the Agency Administrator's Office, senior leadership, the Disaster Operations Division (to include the National Response Coordination Center (NRCC) and all Regional Response Coordination Centers), Headquarters, Regional Offices, Joint Field Offices, Transitional Recovery Offices, Long Term Recovery Offices, and other DHS/FEMA facilities. ]] Question is this: there is no description of the requirements in the SOW and no line items in the pricing structure to support the on-line social media work. How do we address this component?

Social Media does not need to be addressed in the proposal. Production of products for web audiences will be completed by government personnel.

24. The video production equipment, as well as the satellite uplink truck specifications do not specify whether you wish Standard Definition or High Definition. Should we assume Standard Definition?

Yes.

25. In the pricing spreadsheet you have columns for 14 days and for 30 days. Are these discounts for booking packages of 14 or 30 days, or are these discounted prices for early payment?

The 14- and 30-day prices represent a discount for the extended term of the deployment.

26. Is (are) there an incumbent contractor(s)? If yes, could you please provide their name and the contract number under which they are operating?

See Answer 1.

27. If this is an existing contract, could you tell me how many times the contractor was used and;

See Answer 1.

a. What the total value of the contract has been?

The total value of the awarded contract including options: $3,000,000.00

28. Is it possible to make this an 8(a) set aside?

No, this requirement will not be procured as an 8(a) side aside.

29. With the snowstorms will deadlines be adjusted for the first deadline of Feb 25 ?

See Answer 16.

30. Is there an incumbent or is this a new project?

See Answer 1.

31. If there is an incumbent who is it? Can you point us to the current contract?

See Answer 1.

32. Is the incumbent eligible to apply given the conflict of interest rules?

Yes, there is no conflict of interest.

33. Do all partners in a response need to meet small business rules or can you have a larger subcontractor?

No, all partners do not have to be a small business, see FAR 52.219-14 Limitations on Subcontracting: “At least 50 percent of the cost of contract performance incurred for personnel shall be expended for employees of the concern.” The “concern” is the prime contractor.

34. Do you have a preference for how many key personnel are included--i.e. one in each category, three in each category, five in each category?

See Answer 21.

35. We understand that is a T&M type contract with four labor categories. However the Project Manager seems to have a greater role than what can normally be billed against projects overhead. Given your scenario about managing two major deployments simultaneously, we would normally devote a PM to each crisis event. Would you therefore consider to add a billable category for the PM on a per event/deployment basis?

No. See Answer 19.

36. Is there an incumbent on this contact or is this a new FEMA initiative?

See Answer 1.

37. A major cost component of supplying video is Satellite bandwidth and transmission cost. This cost is dependent on term of the bandwidth lease as well as the quality of the video to be transmitted. How does the gov't plan to pay for this? Also how will the government determine which transmission technology and standards will lead to the most cost effective use of the bandwidth required to be procured.

See Answer 22.

38. Will the company chosen be required to both produce the media to be distributed and supply the local equipment to broadcast the media? As you may know these are very different focuses to be encompassed in a single small business.

The focus of this contract is the acquisition and transmission of video. While production services are a component of the contract, most production is done “in house”.

39. Have there been consideration to sole source and or make this Solicitation (HSFEHQ-10-R-0033) a SBA 8(a) set-aside?

See Answer 28.

40. Is the DHS looking for multiple agencies to fulfill the goal of broadcast capability in the specific regions mentioned, or is it looking for a single agency that can blanket the broad area and be the specific source of broadcast capability? Being from Guam, we would hope to suit the needs of the DHS while on island, but the broad area described definitely puts us out of range. I look forward to hearing from you.

As specified in the RFP, the government intends to award to two contractors who can fulfill all requirements across the entire geographic footprint.