QA(RESPONSES)HSFEHQ-10-R-0043 1 .pdf

QUESTIONS AND ANSWERS

FEMA SOLICITATION: HSFEHQ-10-R-0043, P00002 HMTAP TRAINING ASSISTANCE

1. Q: Section M, Factor 3. Past Performance states, “Up to 3 past performance questionnaires will be verified and evaluated by the government”. Is the offeror supposed to complete questionnaires and submit them to our references for completion? Will questionnaires be provided by the government? What contact information are we to provide with each past performance reference?

A: Prospective offerors must provide contact information for either three businesses and/or government agencies in which the offeror performed similar work to the requirements of this RFP. The offeror’s technical proposal should include at least 3 Past Performance references’ organization name, point of contact/title, address, phone number and email. The government will email questionnaires to references.

2. Q: In sections H.1, Key Personnel and Section M.2 Factor 2 Qualification of Key

Personnel, there are no Key Personnel labor categories identified. Is the offeror expected to propose the labor categories and suggest who is to be considered key personnel?

A: Yes the Offeror is expected to provide this information.

3. Q: Section B.8 52.209-1 Qualification Requirements (b) states that “Offerors should contact the agency activity designated below to obtain all requirements that they or their products or services, or their subcontractors or their products or services, must satisfy to become qualified and to arrange for an opportunity to demonstrate their abilities to meet the standards specified for the qualification”. There is no agency activity designated. Can you provide the name and contact information of the agency activity to comply with this statement?

A: Agency POC is not applicable, disregard clause 52.209-1. This requirement does not have a “Qualification Requirements”, meaning the government does not require the offeror to have any products and/or services tested or pre-qualified to bid on the requirement.

4. Q: Concerning FAR Clause 52.209-1, please identify the products or services covered by the qualification requirement.

A: N/A. Refer to answer provided in question #3.

5. Q: Section B.8 52.209-1 Qualification Requirements (d) states “the product manufacturer or source must be qualified at the time of award of this contract”. Does this reference training certifications of the qualification of products? If it applies to products, how are products to be qualified at the time of award, if the purpose of the contract is to develop them?

A: No, the Qualifications Requirements does not reference training certifications.

6. Q: For the purposes of calculating the Cost Reimbursable items on Attachment B, should the offeror assume development of only one (1) three (3) day course per year, the delivery of eight (8) three (3) day courses per year, and developing four (4) presentations per year, as stated in the Statement of Objectives (SOO)? Can the government provide additional details in order for the offeror to provide a more accurate estimate (such as classroom size, locations, and material preferences types and quantities (i.e. binders or CD ROM)? Because many of these courses have yet to be identified, may we suggest that the government use a fixed ODC dollar amount for all offerors in order to provide a better cost comparison? The specific ODCs can then be detailed with each task order.

A: Yes, the offeror assume development of only one (1) three (3) day course per year, the delivery of eight (8) three (3) day courses per year, and developing four (4) presentations per year, as stated in the Statement of Objectives (SOO).

Additional information is not yet determined.

7. Q: Will the government provide all of the subject matter experts (SMEs)?

A: Yes the government will provide all subject matter experts.

8. Q: Do any of the courses already exist, or is all learning content being created solely from interactions with SMEs?

A: Many courses already exist but current content may be revised and new content may be developed through interaction with subject matter experts.

9. Q: Can any information be shared about the subject matter and/or the learners (e.g., education levels, degree of pre-existing technical training)? Could a single instructor teach the eight three-day courses, or would some of them be concurrent? How many people are expected to participate in each instructor-led training session?

A: The student body could consist of local, state, or federal staff. The courses could be concurrent, if necessary. The number of people expected to participate in each instructor-led training has not yet been determined.

10. Q: Who is to be trained: FEMA staff only or their partners as well? How many personnel in the Mitigation Directorate or in the partner community does FEMA desire to provide training to?

A: The student body could consist of local, state, or federal staff. FEMA has not yet determined the number of persons to provide training too. This will be specified on a task order basis.

11. Q: What is the expected mobilization time for training that will be given from the time of notice by FEMA to the training event?

A: The contractor is expected to be able to provide training on an as requested basis. Since FEMA is an emergency based agency the lead time may be as short as 5 to 7 days.

12. Q: Item 20 on Attachment (A) SF 1449 states that the contractor “shall provide…facilities.” We assume this applies to development of materials and performance of everyday contract activities. Does it also apply to delivery of instruction, or will training sessions be conducted at the government’s location? Is the expectation that the contractor will furnish training facilities?

A: Training sessions will be held in various locations but the contractor is not expected to furnish the training facility.

13. Q: Is the agency open to exploration of alternative delivery methods (perhaps as part of a blended approach such as synchronous online and/or Web-based training? What is FEMA’s expectation for training materials to be available on the web as well as for direct instruction? Do the courses need a web version as well?

A: Yes, FEMA is looking for innovative methods for training delivery. Training material availability being provided on the web has not yet been determined.

14. Q: Section M, Factor 4. Oral Presentation, requires the offeror to make an oral presentation regarding Attachment C “Eligibility Requirements for the Unified Hazard Mitigation Assstance Grant Programts”. Will the focus of the presentation be on the grant program, or will it be on our approach to developing/delivering a course based on the grant program?

A: The focus will be on the approach to developing/delivering the course based on the grant program.

15. Q: Will further details regarding the Orals be provided after submission of the offerors response (date, time, etc.)? What is the expected timeframe after submission will the Orals take place (i.e. one week, two weeks, or a month after submission of the proposal)?

A: Per the Instructions to Offerors, on page M-2, FACTOR 4. ORAL PRESENTATION – FEMA will correspond with appointment date, time and location upon receipt of proposals. The Orals are expected to take place during the week of April 19-23, 2010.

16. Q: May a Veteran Owned Disabled Small Business offer on subject?

A: Yes, but you must also be an 8(a) company to qualify.

17. Q: References are made in Section L to a “Proposal Form” (C.1, page L-3). Is there a specific form that the customer wishes to be used or filled out for the Proposal Form?

Or does “Form” simply refer to the format of the Technical Proposal?

A: There is not a specific form that the government expects to be used for response to this solicitation. The government provides guidance on components it expects to see in Attachment J (as it pertains to Cost Proposal Submission). Section C, p. L-3 explains the number of submissions and operating systems the government requests to be used.

18. Q: The RFP states that front and back cover pages and tab pages will not count against the 10-page limit. Will standard font matter like the table of contents and proprietary statement count against the 10-page limit?

A: The Table of Contents and Proprietary Statement will not count toward 10-page limit.

For format instructions refer to section L (p. L-4, D. Proposal format).

19. Q: Key personnel and past performance are both cited as key evaluation factors.

Must all resumes and past performance be included within the 10-page limit for the Technical Volume, or may these be included in separate appendices?

A: Key personnel and past performance references should be included in the 10 page limit.

However, resumes will not be included in the page count and can be submitted as separate appendices.

20. Q: Where should the Representations and Certifications appear? Do they count against the 10-page limit?

A: Representation and certifications will not be included in the 10 page limit. They should be included with the Business Proposal.

21. Q: The RFP requests that the contractor provide a list of up to three contracts performed within the past five years. Should the contractor provide an additional three contracts for any subcontractors, or should subcontractor experience be included as part of the three contracts provided?

A: Only three past performance references will be accepted.

22. Q: With respect to conflict of interest, is it permitted to include subcontractors on a team who are current subcontractors under FEMA’s Hazard Mitigation Technical Assistance Program (HMTAP) contract?

A: Yes, contractors that are currently serving as subcontractors under FEMA’s current HMTAP contracts are permitted. But any potential organizational conflict of interest should be disclosed and will be handled in accordance with FAR subpart 9.5.

23. Are Representations and Certifications (Part IV) required of the prime only, or also from subcontractors?

A: Representations and Certifications are only required from the prime.

24. Q: Is there an incumbent performing this work or other work similar to this work? If yes is the incumbent a small or large business? Is the incumbent eligible to bid on this requirement as a prime or sub?

A: There is no incumbent.

25. Q: Is there currently course and training material? Is HMTAP satisfied with them? Is the material available to us?

A: There are some course materials developed. Relevant course materials will be provided to the contractor once the contract is awarded.

26. Q: Will FEMA provide specific direction in the development of the technical and non-technical subjects? Is this to be a collaborative effort and does FEMA envision a specific course to follow in the training model?

A: The development of training will be a collaborative effort between FEMA and the contractor. FEMA will provide subject matter experts. FEMA has not yet determined if a specific course will follow the training model.

27. Q: Is there to be new material developed every contract year? (Section C, #1)

A: This has not yet been determined.

28. Q: Is there presentation material now and is HMTAP satisfied with it?

A: There are various presentation materials developed. HMTAP’s satisfaction is not relevant to this new requirement.

29. Q: What does the RFP mean when it states "greater capability on topics related to the subject of mitigation." (Section C, Purpose) ?

A: FEMA wishes to improve its capability to provide and develop training topics related to the subject of mitigation.

30. Q: How much expansion in current capability is desired/expected and in what way?

A: This has not yet been determined.

31. Q: In Section M, Oral Presentation subject matter: Is the presentation required to be primarily or solely based on the various acts and regulations cited in the background and applicable documents in Section C?

A: The subject matter for the oral presentation has been provided. It is up to the contractor to determine the best way to present the information.

32. Q: In section B-5, page B2 and B3, it looks like subcontractors, travel, materials, and other ODCs will only be priced on Task Orders only and not part of the initial pricing.

Is this assumption correct?

A: Your proposal should list the intended labor categories, travel, subcontractor, materials and other ODCs (breakdown of ODCs) and rates associated for the level of work you estimate for the project.

33. In section B-9, page B-5, do we submit the negotiated indirect cost rates during the pre-award negotiations (and not in the initial cost proposal). Is this assumption correct? If not, what do the columns, in page b-5: "Indirect Base of Billing", "Contractor's Cost", "Application", "Rate" specifically mean?

A: Yes, in Section B-9 the negotiated indirect costs will be listed. You should submit any provisional rates (DCAA audited) or forward pricing agreements already established. If you do not have any then submit cost proposal based on estimated costs for Direct Labor, ODCs, etc. as specified in Section J- Attachments A & B.

34. Q: On Attachments A & B (pages J2 and J3), do the labor category rates or labor category costs go in columns Base Year thru Option Year 4? In other words, in the cost proposal do we just submit the rates and not the overall costs for the ID/IQ contract by base year and option years since the costs will be negotiated by task order basis?

A: The government needs to see your estimated costs by base year, and then for each of the option years. The overall costs for the ID/IQ will be the combined base plus four option year period rates which you should add a “Total Cost” column.

35. Q: On Attachment A (page J2), what goes in the column “Level?” Does it mean our labor category level?

A: Level refers to any secondary tier of each labor category. For example Labor Category:

Program Manager, Level: I or Labor Category: Program Manager, Level: II

36. Q: On Attachment B (page J3), does the fringe rate/amount and overhead rate/amount go right below the Direct Labor Line or does the direct labor include burdened labor rate without fee?

A: Fringe Benefits and Overhead rates would be listed underneath Direct Labor.

37. On Attachment B (page J3), does the Direct Labor Line represent each labor category total? Or, does this represent the total of all labor categories combined?

A: Yes. The Direct Labor line represents each labor category total.

38. Q: Regarding past performance citations, are offerors to submit up to 3 total or up to 3 for each team member?

A: Only three past performance references for the offeror will be accepted.

39. Q: Is there an independent government cost estimate for the work that can be made available to the bidders?

A: No. This is a new requirement, and typically the government does not share its Independent Government Cost estimates.

40. Q: Item 27a of Standard Form 1449 references FAR 52.212-1, Instructions to Offerors

– Commercial Items while at the same time page L-1 of the solicitation references FAR 52.215-1, Instructions to Offerors – Competitive Acquisition. Please clarify which type of acquisition is occurring under solicitation number HSFEHQ-10-R-0043.

A: Both are applicable. This requirement is commercial because it is a type of service that is customarily used by the general public and is readily available in the commercial marketplace in time to satisfy the delivery requirements under a government solicitation.

It’s competitive because it’s open to all offerors that fall within the 8(a) set-aside business category, and the FAR 52.215-1 explains the process for proposing.

41. Q: Is there any requirement to price and submit Schedule B.3?

A: No, section B3 will be completed after negotiations. You may use Attachments A & B in Section J to show proposed pricing.

42. Q: Shall the business and technical proposals be submitted as separate electronic copies?

A: You may combine the technical and business proposals on one CD as long as they are separate documents.

43. Q: Is there any requirement to submit a copy of the proposal by email?

A: No email submissions. The government requires proposals to be mailed, or hand delivered see solicitation p. L-3, C. Proposal preparation.

44. How many contractors will FEMA select?

A: FEMA intends to award one, Indefinite Delivery, Indefinite Quantity contract. One contractor will be selected.