HSFEHQ-10-R-0036A Q A for RFP.pdf

SOLICITATION HSFEHQ-10-R-0036A

QUESTIONS AND ANSWERS

9 July 2010

1. On Fed Biz Opps, at https://www.fbo.gov/?s=opportunity&mode=form&id=8af6a3214f8bee1a1927b92 4498937cf&tab=core&_cview=1, no response date is listed for the solicitation with the other dates listed at the far right on the web page. Moreover, the summary at the bottom of the web page says ―The final RFP should be available for downloading on or about fifteen (15) days after publication of this announcement.‖ However, the Statement of Work that is posted at the bottom of the web page has yellow highlighting on the following sentence ―Your proposal must be submitted not later than Thursday, 29 July 2010 at 1400 (2:00 PM), EST at the issuing office.‖ As a result, I’m confused about whether or not July 29, 2010 is the actual due date for the proposal.

July 29, 2010 is the actual proposal due date.

2. The question response on June 16 indicated that the RFP was full and open and there was no size limit. However in Section K.2 52.204-8 there is an annual representation of NAICS code 541611 size 7 Million. Was section K2 to be excluded in the final draft and left in by accident?

Section K.2 52.204-8(a)(2) should read ―Not Applicable to this solicitation.‖ Please disregard the ―$7 million size standard,‖ as this is a Full and Open unrestricted solicitation.

3. Section IX ―Key Personnel‖ – Does DoD, Coastguard, or other DHS experience with continuous emergency planning qualify as emergency management experience?

The individuals shall have a documented work history demonstrating success at ever increasing levels of responsibility, project complexity in the areas of disaster operations response and recovery planning, including supervisory and team leadership positions; and, familiarity with the management of government contracts. The individuals shall have a sound understanding of emergency management preparedness programs and principles. Experience in emergency management preparedness should have particular expertise in disaster operations planning.

4. Section B.2 ―Labor Categories and Rates‖ – The current labor categories as listed in the RFP only include senior positions. Our experience is that research, analysis and meeting coordination activities can be performed by less senior resources. Can additional labor categories be included in future task orders?

The current labor categories listed in the RFP only include the Government deemed Key Personnel. Industry may propose any additional labor categories they deem appropriate for this solicitation.

Please include all projected labor categories.

https://www.fbo.gov/?s=opportunity&mode=form&id=8af6a3214f8bee1a1927b924498937cf&tab=core&_cview=1 https://www.fbo.gov/?s=opportunity&mode=form&id=8af6a3214f8bee1a1927b924498937cf&tab=core&_cview=1

5. Section H.9 ―Data Management Program Requirements‖ – What exactly is meant by data management and information storage? Is all of the information currently on servers? What other management processes are required?

Please refer to the Information Technology Management Reform Act of 1996 (Clinger-Cohen Act) for clarification.

6. Section III ―Scope‖ [of the SOW]– With regards to requirements in the RFP describing the need for ―system design & integration,‖ ―technology design & exploration‖, and ―software application support,‖ which systems, types of technology, and software applications are in consideration?

Are these existing technologies, systems, and/or applications, or are they to be developed by the contractor?

―Technical analysis and systems’ design and integration‖ – Systems in this context refers to operational systems either impacted or utilized in a response. Examples are Utility Systems such as the energy grid or US&R, NDMS, Communication systems etc. Contractor may be tasked with providing technical analysis of these systems.

The contract may be tasked to develop new technologies, software and/or applications and support existing technology systems and applications.

7. Section M.3.2 ―Business Proposal & Price Evaluation‖ – Is it acceptable to offer our solution through a standard GSA schedule?

This is not a GSA solicitation and a GSA Schedule bid is not acceptable.

However, if the question refers to utilizing the content and formatting of such a schedule, this is as acceptable so long as there is no reference to said schedule.

8. Section M.3.2 ―Business Proposal & Price Evaluation‖ – May we substitute

MOBIS labor categories for inclusion into our response?

Please refer to question 7.

9. Based on the structure of the response in Section IX ―Key Personnel‖ is it possible that they may be committed to a task at FEMA headquarters and the regions simultaneously?

HQ staff are in support of Regional planning initiatives and may require extensive travel working at both the Regions and HQ.

10. Is it the understanding that all key personnel will be located in the Washington

D.C area with local regional resources identified in response to future task orders?

Yes, however, HQ staff are in support of Regional planning initiatives and may require extensive travel working at both the Regions and HQ.

11. The SOW states no incumbents, so are companies currently under contract with the Disaster Response Directorate excluded from bidding on this work?

No.

12. Section H.1 ―Subcontracting Plans and Goals‖ – Please confirm whether the small business goal is 40% of the subcontracted dollars or 40% of the total labor dollars?

Per FAR 52.219-9(d)(1), expressed in terms of percentages of total planned subcontracting dollars. Please refer to the updated RFP for the new language in Section H.1

13. There is a reference to GAP in Section II ―Background‖ on page C-2. Will the

GAP tool be used in this piece of work?

No. Identification of resource shortfalls will be conducted through the Staff Estimate and Course of Action development process.

14. Section L.13 ―Content of Proposals,‖ Part C ―Past Performance Questionnaires‖

– Do the pages from inclusion of PPQs in our submission count against page limits?

15. Section B.2 ―Labor Categories and Rates‖ identifies 8 key personnel, but Section I14 ―Key Personnel or Facilities‖ states key personnel will be determined after award. Can you please clarify if key personnel and locations will be defined at contract award, or if they will they be identified at the issuance of the task orders?

The difference between Section B and Section I is that Section B references the labor categories deemed to be ―Key Personnel.‖ In Section I, the actual names of those Key Personnel will be determined at the time of award.

16. Section H.5 ―Publication‖ – Except for limited copies for the FEMA review, will publication costs of documents and deliverables be covered by FEMA? If not will these be covered under the ODC CLIN?

The Contractor will be responsible for publication costs of documents and deliverables.

17. Organization Questions – There are several discrepancies between the table of contents and the body of the RFP. Can you please explain the following:

I.9 is "Option to Extend the Term of the Contract" in the table of contents, but is "Option to Extend Services" in RFP

I.10 is "Availability of Funds for the Next Fiscal Year" in the table of contents, but is ―Option to Extend the Term of the Contract" in RFP

I.16 and 1.17 are in the table of contents, but not in RFP

Section L stops after L.4 in the table of contents, but goes to L.14 in the body of the RFP (and L.6 is skipped over in the RFP)

The body of the RFP prevails over the Table of Contents. However, the updated RFP reflecting these corrections is also attached to this amendment.

18. How many awards does the Government intend to make for this solicitation?

One or more.

19. Who is the source selection authority? Who makes up the source selection committee?

This information is Source Selection Sensitive and not discloseable at this time. Please refer to FAR 2.101and 3.104

20. Who are the incumbents referenced in Section M – Evaluation Factors for Award, Factor 3: Staffing and Key Personnel, page M-3? ―…specifically addressing plans for recruitment of [or] utilization of the incumbent contractor’s staff.‖

There are no incumbents for this solicitation and the following portion of that sentence should be disregarded: ―…and a description of the procedures to be used to augment on-board staff, specifically addressing plans for recruitment of utilization of the incumbent contractor's staff.‖

21. During Industry Day, significant emphasis was placed on the importance of CBRNE in the planning process. Is CBRNE planning and integration support still viewed by FEMA as a critical capability required for this contract?

CBRNE planning and integration is still a potential requirement for this IDIQ at the Task Order Level.

22. Section II. Background, page C-2: ―This SOW is a continuation of several planning specific tasks to Operational Planning initiatives led by the Response Directorate.‖ Would the Government please detail the ongoing tasks referenced in the above statement?

Ongoing tasks are in support of the development of Regional and National CONPLANs, OPLANs and crisis action planning.

23. Section VII. Place of Performance, page C-6: ―The Contractor Project Manager must be located within a 50 mile radius of FEMA Headquarters and have full responsibility, authority, and control of contractor staff performing contract tasks.‖ Are there any requirements or preferences on the location of the other key personnel specified, apart from the Contractor Project Manager?

The Contractor Management Team will be based at FEMA HQ as government facilities and space permits.

24. In Section V. Tasks, C. Plan Development, page C-5 (as detailed below). We assume this is just a simple typo?

Use of resource and capabilities assessment tools to complement mission analysis in plan development

Conduct and support technical assistances directly to regional and state partners

Methods to collaborate and coordinate with key stakeholders

Use of scientific based modeling for scenario building

Use of required resource and capabilities assessment tools to supplement plan development

Preparing comprehensive and descriptive mission readiness and operational capabilities assessments to include consequence management reasonability

Use of scientific based modeling for scenario building

Use of required resource and capabilities assessment tools to supplement plan development

Selection and collection of data

Review and analysis of data

Strategy(ies) developed based on data review/analysis

Change management plan development

Interagency and intra-agency coordination

Development of data collection tools

Yes, typos.

25. Section IX. Key Personnel, page C-7: ―…the Contractor shall provide the resumes for the following key personnel…‖ Will the resumes for the eight (8) specified key staff be counted as part of the 40-page limit for Volume I? (See L.13, page L-4)

26. Section IX. Key Personnel, page C-7. - What are the availability requirements for key personnel? Is there an expectation that certain key personnel positions will be more highly utilized than others as part of the contractor management team, and if so what are these expectations?

All key personnel on the Contract Management Team may be utilized full time.

27. Section IX. Key Personnel, page C-7: ―However, subsequent Task Orders may not need the use of all management key personnel to perform.‖ - „Subsequent task orders‟ implies an initial task order, is there a specific task order that engages the key personnel listed on C-7? Could subsequent task orders require the use of additional resources beyond the key personnel identified?

―Subsequent task orders‖ does not imply only the initial task order; it’s inclusive of all subsequent task orders, as stated. It is up to the discretion of the offerors’ to determine what labor categories and additional resources are necessary to comply with the requirement, if any.

28. Section IX. Key Personnel, page C-9: ―One (1) Geospatial Analyst resume…..Minimum Education: Associate's degree or equivalent from two-year college or technical school in GIS, Surveying, Engineering, Geography, Information Systems or related degree.‖ - Will FEMA allow for years of experience together with specialized training to substitute for the associates degree for the Geospatial Analyst position.

29. Section IX. Key Personnel, page C-9: ―One (1) Information Technology Analyst resume. - Can the Government provide more detail regarding the duties and responsibilities of this position? For example, “Must be knowledgeable in implementing computer systems in a phase approach of requirements analysis…” Are their specific computer systems this individual should be familiar with? Also, “Directs and fine-tunes applications to maximize throughput on various computing platforms and equipment configurations.” Are their specific applications, platforms, and equipment this individual should be familiar with?

The contractor should have a wide breadth of knowledge of various management and IT systems. They may be tasked with recommending, managing and/or developing such software, applications or tools.

30. Section G.5 Submission of Invoices or Vouchers for Payment – T&M, page G-5:

―Firm-Fixed Price and Time & Material type Task Orders may be issued under this contract within the established contract ceiling limitation.‖ - What is the established contract ceiling?

As stated in Section I.7, 52.216-19, Order Limitations (page I-5), minimum and maximum order are to be determined at the time of award.

31. Section H.11. Organizational Conflict of Interest, page H-8: ―The Contractor warrants that, to the best of his/her knowledge and belief, and except as otherwise set forth in this contact, he/she does not have any organizational conflict of interest as defined in the following paragraph.‖ - Does a contactor‟s current involvement in the National Exercise Program constitute an Organizational Conflict of Interest under this procurement?

While an organizational conflict of interest is possible based on participation in the National Exercise Program, that would depend on all the circumstances. We suggest that you formally inquire based upon the specific facts of your case.

32. Section I.14. HSAR 3052.215-70 Key Personnel or Facilities (Dec 2003), page I-

8: ―Key Personnel under this Contract: TBD After Award‖ - Why are the Key Personnel Listed earlier in the RFP not listed here? Which section takes precedence?

Please see the answer to question # 15 above.

33. Section L.13. Content of Proposals (Services), page L-4: (a) Identification and

(c) Past Performance Questionnaires. - Past Performance Questionnaires are not shown in (a) Identification as part of either Volume 1 or Volume 2. Do the Past Performance Questionnaires count against the Volume I Technical page limit or are they considered part of the Volume II Business/Price Proposal?

The PPQs do not count against either the Volume 1 or Volume 2 page limits. As stated on the instructions of the PPQs, completed PPQs are to be returned directly to the offerors in a taped envelope and signed across the seal by the evaluator. There is no page limit on PPQs and each PPQ should be in its own separate envelope when submitted in conjunction with the proposal (Volume 1 and 2).

34. Section L.13. Content of Proposals (Services), page L-5: ―(d) Business Content

… (i) Offerors shall submit labor rates and G&A rates for the base year and all four (4) option years, which allows the Government to perform a price reasonableness determination. The Offeror shall complete Section B for the base and option periods. The format in Section B is a suggested format and not required.‖ - While the format in Section B is suggested only, are rates required only for the key personnel as shown in Section B or are rates required for personnel in addition to these key personnel that might be used in subsequent task orders? Will resultant task orders use the labor categories established in Section B, or will additional labor categories and rates be determined as part of these resultant task orders?

Rates are required for the key personnel shown in Section B as well as personnel in addition to those key personnel that the offerors determine to be necessary in subsequent Task Orders. It is the intent of the Government to utilize only those labor categories established in Section B.

35. Section L.14 – Proposal Structure, page L-5. ―Front and back cover pages and tab pages will not be counted in the page limit nor will these pages be evaluated …‖ - Are the table of contents, list of figures and tables, compliance matrix, executive summary, and list of acronyms and abbreviations also exempt from the 40 page limit?

Yes.

36. Section M. 3 Evaluation Factors, M.3.2 Business Proposal & Price Evaluation, Price Reasonableness, page M-4. - Are all key personnel (listed on C-7) weighted equally in terms of the price reasonableness evaluation?

Yes.

37. Pages C-4 through C-6 describe the ―five (5) step planning process‖ introduced on page C-2. However, the information provided in these pages does not align with that presented on page C-2. For example, page C-4 (C.V.A. Understanding the Situation), does not address any of the sub-steps shown in step 1 (Understanding the Situation) on page C-2. Also, the titles shown in Figure 1 do not match the steps in the narrative. Please clarify.

On page C-2 the general steps/tasks for each phase is listed whereas on page C-4 the skill requirements to perform those steps are listed.

38. In Place of Performance, the second paragraph introduces the ―Contractor

Project Manager‖ and requires this position be located within 50 miles of FEMA Headquarters. Is this position the same as that for the ―Program Manager‖ identified as key personnel in B.2 (Labor Categories and Rates)? Is this position the same as that for the ―Project Director‖ identified in H.12 (Designation of Project Director)?

39. In Factor 1: Ability to Perform Major & Other Requirements, page M-2 cites 44 CFR parts 61 and 62. Does the Government want offerors to provide the referenced financial control plans, claims manuals, and bulletins as part of the Technical Volume? If so, do these documents fall inside or outside the 40-page limit?

No, the Government does not want offerors to provide the referenced financial control plans, claims manuals, and bulletins as part of the Technical Volume. That sentence in the RFP simply states that the Government will evaluate the offerors’ procedures ―in order to determine that the procedures address all current program requirements, 44 CFR parts 61 and 62, the Financial Control Plan, Claims Manual, and bulletins, including those which may have not been explicitly identified by the RFP, but which are deemed necessary by the Offeror.

40. Does the statement in Sub-Factor 1.A, page M-2, which reads, "These descriptions should include the work program of tasks and subtasks necessary for performance," pertain to Tasks A-E in Section C?

Contractor should describe procedures to develop current and adaptive plans as they pertain to tasks A-E listed in Section C.

41. Sub-Factor B indicates the Government will evaluate the Offeror’s physical facilities, equipment, computer systems, telecommunication systems, and significant supply items, as well as the Offeror’s approach to the management of information system requirements and the Offeror’s systems. How does the Government foresee these types of resources being used under this IDIQ contract given the place of performance is at Government facilities? How does the Government foresee these types of Offeror’s resources being used to support the Other Requirements? To what extent?

The use of these types of resources will be determined by the program needs, examples include – meeting space in field areas, telecommunication ability for contractor team members, equipment needed for meetings etc….

42. For Sub-Factor 2.A, will the Government accept ―company experience‖ from across the Offeror’s team or solely from the Offeror itself?

The Government will accept ―company experience‖ from across the Offeror’s team. However, Past Performance as described in Sub-Factor 2.B (and the Past Performance Questionnaires) will solely be accepted from the Offeror itself.

43. Are we permitted to offer additional labor categories/descriptions, using fixed unit rates, for other non-key personnel (beyond those specifically designated in Section B) based on our proposed technical approach to meet Major and Other Requirements (ref p. M-2)? For example, to gain efficiencies and maximize effectiveness it would be beneficial for the Government to allow labor categories for more junior planners with less than a minimum of eight (8) years experience, or administrative support staff, for certain tasks.

44. The RFP indicates the price evaluation will include total price to the Government (ref M-4), yet the Price Schedule (ref p. B-1) seems to call for only a Price Rate Schedule for the specified eight six labor categories. Please provide clarification on this requirement.

The Price Schedule in Section B is only a suggested template and is not required. Total price evaluation will be based on the proposed fixed labor rates.

45. Section B.2 includes line items for travel and ODCs for all periods that are marked as ―not applicable.‖ Please confirm that required travel and/or ODCs will be priced at the task order level and that ODCs will include such items as conference facilities expenses, special equipment required by Section H.2.

Confirmed.

46. Place of Performance. Section VII (p. C-6) states work may be conducted at contractor furnished space, whereas Section F.2 (p. F-1) states the effort required shall be performed at Government Site. Please clarify.

The efforts required on this contract shall be performed at a government site and workshops and meetings may be performed at contractor furnished space.

47. Clearance Levels. The RFP states that the ―Contractor shall provide the appropriate levels of clearance,‖ however, no DD254 was included in the RFP.

Please provide additional information regarding security clearances.

Clearance levels will vary depending on planning initiatives.

48. Payment. The RFP indicates ―task order payments shall be made in installments based on percentage of completion of work‖ (ref p. G-5). Request this be modified to include standard FAR payment clauses for FFP and T&M/Labor Hour task orders.

Standard FAR Payment clauses for FFP and T&M/Labor Hour Task Orders are incorporated by reference in Section I.2.

49. Reference Section III – Staffing and Key Personnel. The key personnel requirements request a great deal of experience for many of the key positions, particularly the project manager and the senior planners, yet the resumes as part of Section III are part of the 40 page limit. In order to most effectively prove that the staff we are bidding adequately meet the requirements the government has laid out, we recommend that the resumes be added as attachments to the technical proposal and not count against the 40 page limit.

Please see the Question # 26 above.

50. Figure 1 (Page C-4) outlines the Planning Process, however the five titles at the top of the graphic do not align to the five areas of the planning process outlined in Section II (page C-2) or in Section V (pages C-4 through C-6). Please advise regarding this discrepancy.

The five step planning process includes – Plan Preparation, Research and Analysis, COA Development, Writing the Plan and Exercising and Finalizing the Plan. C-2 has been amended to align terminology with Figure 1.

51. Reference Section M, Factor 1: Ability to Perform Major & Other Requirements (page M-2). This section includes a statement that the government will evaluate the Offeror’s procedures to determine that the procedures address ―the 44 CFR parts 61 and 62, Financial Control Plan, Claims Manual, and bulletins.‖ Can we assume that ―the 44 CFR parts 61 and 62, Financial Control Plan, Claims Manual, and bulletins‖ should be deleted from the RFP since they are not referenced anywhere else in the RFP? If this is not a safe assumption, please explain in detail each of these items, the relevance of these items to the SOW and how the government would like them addressed to satisfy Section M, Factor 1.

Please see Question # 39.

52. Reference Section (G-2) G.4 – Invoices – FIXED Price: This solicitation is a hybrid type contract incorporating both T&M and Fixed Price type invoicing. Can you please clarify if the contracting officer will incorporate into the contract award the FAR clause 52-216-8 (payments under fixed price)? FAR clause 52.216-7 is incorporated under (I-2 ) I.5 - Allowable Cost and payments .

FAR 52.216-8, Fixed Fee, as prescribed in FAR 16.307(b), is not applicable to this solicitation as this is not a cost-plus-fixed-fee type solicitation or contract. Therefore, the Contract Officer will not incorporate this FAR Clause in the contract award.

53. The RFP (page B-1) requests a fixed rate for each labor category. Are the 8 key positions requested considered full-time, and are the rates you are requesting hourly rates or annual rates for the associated POP?

Yes key positions are full time. Please provide hourly rates.

54. Table B-2 on Page B-1 and Paragraph IX on page C-7 refers to a ―Program Manager‖ as one of the Key Personnel. Page C-6, Paragraph VII, Place of Performance, refers to a ―Project Manager‖ that must be located within a 50 mile radius of Washington, DC. Paragraph H-8 on page H-12 and page M-3, Factor 3: Staffing and Key Personnel refers to the designation of a ―Project Director‖ as key personnel for the project. Are the Program Manager, the Project Manager and the Project Director the same or distinct positions as referred to in the RFP?

55. Table B-2, Labor Categories lists six positions under the title of Key Personnel.

Page I-8, Section I.14 (Key Personnel or Facilities) indicates that Key Personnel under this contract are ―TBD AFTER AWARD‖. Page M-3, under Factor 3 (Key Personnel and Staffing) states that ―the Government will evaluate……the number, skills mix, qualifications and experience of persons proposed for key professional, management, technical and supervisory positions including the Project Director‖. The wording of this factor seems to imply that contractors are to propose Key Personnel in addition to those shown in table B-2 for which the government has already identified the required number, skills mix, qualifications and experience. Therefore, 1) Are the key personnel identified in Table B-2 on page B-1 the only key personnel to be proposed for this contract or are there others as implied in on pages I-8 and M-3? 2) Will rates for key and non-key labor categories for follow-on task orders be incorporated into the IDIQ contract following the award of the task orders?

Please see Questions # 4, 35, and 46

56. RFP Pages B-1 thru B-2 - With only 8 key personnel listed in the table should it be assumed that a Project Management Office will be utilized?

Please see Questions #4, 35, 46 and 57

57. RFP Page C-6 – ―Work will be performed at the Government’s facilities as space permits.‖ Can the contractor bid contractor site rates should space not be available at Government facilities?

As stated on Page M-4, Price Completeness and Accuracy, ―Offerors must propose both on-site and off-site labor rates.‖

58. RFP Page C-4, Section III. Scope, ―In addition, the Contractor may be tasked with:

Development and upkeep of information storage sites.‖ Please clarify the information storage site‖ in terms of contents, number of, accessibility to, etc?

Examples of information storage sites include, HSIN, FEMA sharepoint sites and shared drives.

59. RFP Page C-5/C-6 - Is the Implementation Plan referred to in Step 5 the same as an Exercise plan, or is it a separate document addressing the strategic and tactical issues and steps necessary to put a plan/planning doctrine in place in a particular geographic region. E.g. does the Implementation Plan address resource gaps which must be filled so that the Plan can be executed or is it simply a call for exercises to identify necessary relationships among key personnel/agencies?

In step 5, the contractor may assist FEMA in exercising and finalizing the plan. The Implementation Plan refers to modifying the plan for a real situation. Implementation of the plan would be FEMA’s responsibility.

60. RFP Pages H-1; I-2 - Are Prime Contractors Small Business Subcontracting Goals to be expressed based on ―the total value of each year of performance‖ in accordance with Paragraph H.1 or are goals to be ―expressed in terms of percentages of total planned subcontracting dollars‖ in accordance with FAR 52.219-9(d)(1)?

Please see Question #12.

61. The RFP requests Offerors to ―submit labor rates and G&A rates for the base year and all four option years…‖ Please clarify since Section B.2 – Labor Categories and Rates table does not provide space to insert the G&A rate.

Please see Questions #4, 35, 46, 57 and 58. Please curtail the schedule in Section B as deemed appropriate.

62. Are the Table of Contents/Compliance Matrix, Staffing Plan and Resumes of Key

Personnel counted as part of the 40 page limit?

No. See Question # 26.

63. RFP Page M-2, Section M.3.1 Technical Evaluation, ―The technical proposal for Sub-factor A should consist of the Offerors current procedures to assist in the development of deliberate and adaptive plans for both geographical and scenario-specific hazards and non-geographical and non-scenario-specific hazards. These descriptions should include the work program of tasks and subtasks necessary for performance.‖ Sub-factor 1.A seems to list the priorities from page C-1 rather than requirements. Should the major requirements for Sub-factor 1.A have been the 5 step planning process outlined on page C-2?

The major requirements under this procurement are:

Ability to perform the five step planning process (as outlined in the amendment above) in support of FEMA’s planning priorities — Risk Analysis, State needs, planning caapacity and Governor priorities, the 15 National planning scenarios in 8 groups, Homeland Security Strategies, and the National Exercise Program.

64. RFP Page M-3, Factor 3: Staffing and Key Personnel, ―The proposal should identify the organization(s) to which the staff proposed for this work is currently assigned and a description of the procedures to be used to augment on-board staff, specifically addressing plans for recruitment of utilization of the incumbent contractor's staff.‖ 1) Is the contractor obligated to offer all incumbent planning staff a position for the purposes of completing work on this contract? Can incumbent planning staff be placed in competition with staff indentified in the contractor’s response to the RFP? 2) Can you identify the incumbent contractors and number of staff to be utilized?

Please see Question #21 above.

65. Page C-1, I. Project Description - Pages C-1 and C-33 refer to ―deliberate and adaptive‖ plans. However, there does not appear to be any policy or doctrine that addresses adaptive plans. There is new draft doctrine that states that there are two types of planning—―deliberate‖ and ―incident‖— but there is no mention of adaptive planning. How does FEMA define ―adaptive plans,‖ and where is the reference?

The term ―adaptive‖ plan is synonymous with ―incident‖ or ―crisis action‖ plan.

66. Page C-1, I. Project Description - On page C-1, the contractor is asked to provide research, analytical, logistical, and planning support. On subsequent pages, there is further discussion of all of these areas except logistical. Would the Government please provide additional clarifying information on what type of logistical support the contractor should be prepared to provide?

Logistical support will be for conferences, workshops, meetings etc….

67. Page C-7, IX. Key Personnel - Paragraph 3 states that ―The Contractor shall demonstrate specialized, experienced, well qualified, and well trained employees who have deliberate and adaptive planning skills that will demonstrate the capability to fulfill task orders from the resulting contract. The Contractor shall demonstrate the geographic location and availability of these employees.‖ Please clarify the last sentence: Does this refer only to the eight key personnel, or does it also refer to the potential pool of additional personnel who might be engaged for subsequent task orders on a broader geographic scale?

Provide the availability for the 8 key personnel.

68. Page C-7, IX. Key Personnel - Can resumes from subcontractors be provided to fill any of the eight key positions?

69. Page C-7, IX. Key Personnel - Are offerors permitted to include other resumes in addition to those required for the eight key personnel? If so, is there a limit to how many additional resumes we can provide?

No and no.

70. Page C-8, Two (2) Senior Planner resumes - For the Senior Planner positions, may additional years of significant and directly relevant experience beyond the eight years required be substituted for the bachelor’s degree?

71. Page C-8, Two (2) Senior Planner resumes - Can we assume that there will be a base task order funding the eight key personnel? If not all key personnel will be fully funded under this project, to what extent will those eight positions be funded?

Labor Categories will be funded at the Task Order level. However, the level of funding for each Labor Category, whether a Key Personnel or not will be determined after award at the Task Order level.

72. Page H-1, H.1 Subcontracting Plans and Goals - This section states ―See

Section L for additional instructions on the submission of the subcontracting plan.‖ However, there do not appear to be any references to the subcontracting plan in Section L. Please confirm that a Small Business subcontracting plan is not required to be submitted with the proposal, but only by the successful offeror(s) upon award. Alternatively, if one is to be included with the proposal, where should it be included and what additional instructions apply?

Please see Question #12 and 62. A small business subcontracting plan is required to be submitted by all offerors. Plans are to be submitted as part of Volume II, outlined in Section L.13

73. Page H-8, H.12 Designation of Project Director - Please clarify whether ―Program

Manager‖ as used throughout the proposal is synonymous and interchangeable with the ―Project Director‖ mentioned in Section H.12, and again on page M-3 under Factor 3. If they are different roles or positions, please provide the requirements for the Project Director.

These are one and the same.

74. Page I-8, I.14 HSAR 3052.215-70 Key Personnel or Facilities (Dec 2003) - Section B states that key personnel on this contract are ―TBD After Award,‖ while key positions are identified in Section B.2. Please confirm that only the eight positions described in section B.2 are key personnel under the contract.

Please see Questions #4, 15, 35, 46, 57 and 58

75. Page L-5, L.14 – Proposal Structure - Do the key personnel resumes count against the 40-page limit of the technical volume, or may they be provided in a separate appendix? Given the very large number of technical requirements to be treated, including resumes within the page limit would severely constrain offerors’ ability to discuss the required topics at an appropriate level of detail.

76. Page L-5, L.14 – Proposal Structure - Should navigational material such as a table of contents or a compliance matrix be counted as part of the 40-page limit for the technical volume?

77. Page M-3, Factor 3 - The end of the first paragraph in this section mentions ―specifically addressing plans for recruitment or utilization of the incumbent contractor's staff.‖ However, it was announced at Industry Day that there was no incumbent, which was confirmed in Questions and Answers Pre- Solicitation/Synopsis Notice for HSFEHQ-10-R-0036A, answer to Question 3.

Please clarify.

Please see Question #21.

78. Page B-1 and 2, B.2 - In the Section B.2 pricing form, travel and OCD CLINs are labeled "N/A." Please confirm that pricing for Travel and ODC are not required for this proposal.

Please see Question #47.

79. Page L-5, L.13 (d) (i) - Section L.13 (d) (i) states that "Offerors shall submit labor rates and G&A rates for the base year and all four (4) option years." The pricing form provided does not allow for G&A rates. Please clarify what is required in regards to the contractor providing G&A rates.

Please see Question #63.

80. The CLINs allow for a national rate for staff -- can we submit a rate per key personnel by region?

Yes

81. The RFP articulates labor categories for ―key‖ positions in Section B. The Section C descriptions of tasks present requirements and activities to be performed by the contractor that may require skills and experience beyond the definitions assigned to the key labor categories. Will the government accept other labor categories, descriptions, and rates in addition to those defined as key?

Yes. Please see Question #76.

82. Please provide a definition of quantity used for the CLIN elements in section B (e.g. 1 hour/labor category vs. 1 FTE@1,880 hrs/labor category). Is a unit defined as a FTE (e.g., 1,880 hours) or some other unit of measure?

1 hour/labor category.

83. Section C notes that place of performance (Subsection VII) will be performed at the government facilities as space permits. Section B, in the labor category and descriptions, requests pricing for on-site and off-site. Can the government present a realistic estimate of the percentage or proportion of the CLIN element that will be split between the two sub-components (e.g., approximately 70% on-site, 30 % off-site) to assist in providing accurate cost information that complies with the RFP Section M requirements for price realism. What is the Federal Government definition of ―on-site‖ (e.g. > 30 days or > 180 days)?

At this time, the government cannot provide an estimate of on-site/off-site percentages.

84. Where should we provide our small-business plan? Please clarify if we should submit it in Volume II or elsewhere?

Volume II. Also, please see Questions #12, 62, and 74.

85. What is the preferred method to handle sealed Past Performance Questionnaires? Should they be provided in a separate sealed envelope or appended to Volume I?

A separate sealed envelope would be preferred. Please also see Questions # 14 and 34.

86. We request that the following items NOT count in the page count as they aid in proposal navigation and readability and are not evaluated (please verify all items):

Front / Back Cover

Inside Cover Sheet / Title Page

Table of Contents

List of Tables / Figures / Exhibits

List of Acronyms

Tab Pages

Accepted. Please see Questions # 14 and 26.

87. We assume the Past Performance Questionnaires, which will be provided in sealed envelopes, do not count in the page count. Please verify.

Assumption correct. Please see Questions # 14, 34, 43 and 87.

88. The current page limit restricts our ability to provide in-depth resumes for key personnel. We request that the resumes be excluded from the page count (provided as an appendix), and limited to 2 page per each individual.

The resumes are not included as part of the 40 page limit. Please see Questions # 26.

89. Section M.3.1, page M-3, Factor 3, states: Offerors are directed to pay particular attention to the provisions in Section H of this solicitation regarding the qualifications of all identified key management resumes. Please refer to the specific Section H subsection that pertains to these qualifications, are they the same as listed in Section C?

Yes. The correct reference should be to Section C, not Section H.

90. Invoice on FFP indicates number of hours by labor category would be required on the invoice -- is intent not to award FFP rather firm fixed labor rate?

The intent is a hybrid. Task Orders can be either T&M/Labor Hour or FFP, depending on the tasks required.

91. What is the targeted contract ceiling?

Please see Question #19.

92. Section H, Special Requirements. Paragraph H.10 addresses confidentiality of information requirements. Will there be a requirement for access to or production of classified information? If so, when will DD Form 254, Contract Security Classification Specification be provided?

See Question # 49

93. Section G.6 Task Order Funding: Is it the intent for payments of T&M type task orders to be based on percentage of completion, or is it based on T&M completed to date?

T&M completed to date.

94. Page C-7: States that the contractor must identify a Program Manager and submit a resume for that person. However, Page H-8 states that the contractor must designate a Project Director. Do these two requirements refer to the same person? Page M-3 also refers to the Project Director.

95. Are there incumbents for any of these tasks? If so, who are they?

Please see Questions # 21.

96. The language in Section H implies 40 percent of the total contract needs to go to small business enterprises, rather than a portion of all subcontract dollars. We request the requirement to be modified to be 40% of the subcontracted amount, which is standard for Federal procurements.

Agreed. Please see Questions # 12, 62, 74, and 86.

97. Section C.III Scope states: "Planning support and technical assistance provided by the Contractor to FEMA Headquarters in execution of this statement of work shall be to assist in the development of deliberate and adaptive plans for both geographic and scenario-specific hazards (e.g., Florida hurricane/California earthquake), and non-geographic and non-scenario-specific hazards (all-hazards catastrophic planning). Is it anticipated that Task Orders will be issued for Contract planning support and technical assistance to the FEMA Regions?

98. Page M-3: Refers to evaluation of staffing and key personnel. Section C.IX refers to resumes for eight key personnel. Is the evaluation limited to the eight key personnel, or does ―staffing‖ imply that the evaluation will also include support personnel?

―Staffing‖ implies the evaluation will also include support personnel.

99. Is it correct to assume that additional labor categories and rates beyond the six identified in the solicitation may be proposed for individual task orders, when appropriate?

100. Page M-3, Factor 3, refers to a project director position. Are the project director and the program manager the same person?

101. If they are different, what are the qualifications for the project director? And, will an ad-additional labor category be established for this person?

N/A. See above.

102. Does the successful offeror need to have their own GIS computing environment or will they use the FEMA GIS software and hardware?

Combination of both.

103. Does the successful offeror need to have their own LMS equipment or will they use the FEMA LMS equipment?

Logistics planning will be support using the FEMA LMS.

104. We assume that the electronic copies of the proposals (technical and business) are to be on CDs. Is this assumption correct?

CDs are an acceptable electronic copy.

105. Are the key personnel resumes included in the page count?

No. Please see Questions # 26.

106. Are tables of contents, title pages, and executive summaries included in the page count?

No. Please see Questions # 36.

107. Aside from the general Ordering clause in Section I.6, are there specific ordering procedures that will be established for this IDIQ? If so, can you please provide the ordering procedures?

No specific ordering procedures will be established for this IDIQ.

108. We assume that the Small Business Subcontracting Plan is to only be submitted by the successful offeror upon award, and that no subcontracting plan is required as part of the proposal submission – is this assumption correct?

No. Please see Questions # 12, 62, 74, 86, and 92.

109. The current solicitation does not contain a minimum guarantee or maximum contract value and also does not provide offerors an estimated level of effort for each requested labor category. Given these facts, may offerors assume that the resultant contract is intended by FEMA to be a blanket purchase agreement as defined in FAR Part 13.3 from which the Government will issue solicitations to the awardee and order work under task orders?

No. The level of effort will be determined at the Task Order level. FAR Part 13.3 applies to Simplified Acquisitions, which does not apply to this solicitation.

110. Does FEMA intend to make multiple awards under this procurement?

Please see question # 19.

111. We note that the professional consulting services identified under the SOW for solicitation HSFEHQ-10-R-0036A are offered and sold in the commercial marketplace in substantial quantities by competitors at catalog and/or market based pricing and under commercial terms. As these services are commercial in nature as defined in FAR 2.101 or otherwise available to be purchased under contractors' GSA MOBIS Federal Supply Schedule contracts and that offerors will only provide their services on a firm fixed price or fixed hourly rate basis, please confirm that an offeror will not be eliminated from competition if it asserts an exception to the applicability of CAS as prescribed in CASB 9903.201-1 (b)(6).

Please see Question #7. This is not an acquisition of commercial items under FAR Part 12 and thus that exemption does not apply to this solicitation.

112. The solicitation informs offerors that the Government anticipates awarding a contract on the basis of adequate price competition without submission of cost or pricing data and those services will be offered and paid for only on a firm fixed price or fixed hourly rate basis. Given these facts, please confirm that an offeror will not be eliminated from competition if it asserts an exception to CAS as prescribed in CASB 9903.201-1(b)(15).

This solicitation is not solely FFP. This is a Hybrid type contract, meaning both FFP and T&M, so this exemption does not apply.

113. Page L-5, paragraph L.13(d)(i) - states "Offerors shall submit labor rates and

G&A rates for the base year and all four (4) option years." Given that the resulting contract will be FFP/T&M, please confirm that this reference to G&A means the Handling Load that offerors choose to apply against Travel and Other Direct Costs incurred under the resultant contract?

Page L-5 states that ―Travel shall not be burdened with profit or fee, so this is not the rate applied to Travel. However, it may be applied to ODCs, if applicable.

114. Throughout the Evaluation of the Business Proposal, "price" is referred to, particularly on Page M-4 Price Completeness and Accuracy: "2) Making sure that all prices are summarized correctly" and b) " . . . whether the price appears unbalanced either for the total price of the proposal or separately priced line items." The Section B tables only provide for On-site and Off-site rates associated with an FTE count and does not have a price build up by year or total. This Offeror has a two part question concerning this:

a) How does the Government intend to evaluate on price - by multiplying FTEs by either the On-site or the Off-site rates, or if both what do you project the split to be? And how many hours does the Government equate an FTE to be?

By multiplying FTEs by both on-site and off-site rates. The Government does not have an accurate split at this time. The number of hours are based on the Independent Government Cost Estimate, which is considered Source Selection Sensitive and available to the public at this time.

b) Since the eight (8) FTEs on the proposed Management Team is only a sampling of the type of skills and experience required to perform tasks on the resultant contract, would the Government prefer the Offerors to bid a Sample Task Order that would encompass a larger variety of the skills and experience FEMA would see? And if so, would this Sample Task Order come from the Government or would the Offeror propose one of their own?

No. A sample Task Order Bid is not preferred.

115. Page M-3, M.3.1 Technical Evaluation states "The technical proposal for Sub-

Factor A should consist of the Offerors current procedures to assist in the development of deliberate and adaptive plans for both geographic and scenario-specific hazards and non-geographic and non scenario-specific hazards." We assume this refers to our Team's current procedures in developing a planned approach for the Government. Is our assumption correct?

Describe the proposed procedures for implementing the requirements listed in the RFP.

116. Page M-3 Factor 3: Staffing and Key Personnel states "The government will evaluate, based on the resumes....including the Project Director." The Project Director is also discussed in H.12, but is not listed in Section B.2, nor is the position discussed in the Statement of Work, and there are no requirements listed for the Project Director in the "Key Personnel Descriptions" on Page C-7..

We assume that the Project Director is the same staff member as the Program Manager. Is our assumption correct?

Yes. Please see Questions # 39, 56, 75, 96, 102 and 103.

117. Page C-7, IX - Key Personnel - FEMA asks for resumes of proposed key personnel. Does FEMA expect all of these key personnel to be local to the D.C. area and available to work from 500 C Street?

118. We note that the RFP does not require the submission of cost and pricing data.

Please confirm that it is permissible for the offeror to propose labor based on its applicable GSA schedule contract or its standard rates.

Please see Questions # 7 and 113.

119. Section C, X. Security. This Section essentially states that systems housing

"Sensitive" information must meet DHS MD 4300A. Should the offeror assume that they will be using their own systems to handle any information that FEMA deems to be sensitive or will FEMA be providing access to their system?

FEMA will provide necessary access.

120. Technical Evaluation Factor 1 in Section M.3.1 also requires the offeror to describe their "conformance to relevant standards, e.g., for security and confidentiality." Will FEMA be providing computers?

Yes for staff…