Amendment 0003

AMENDMET 3 to Solicitation HSFEHQ-10-R-0054 19 April 2010 The following items are included in this amendment:

1) Question and answers resulting from due diligence sessions held on Monday, 12 April 2010 and Thursday, 15 April 2010. Questions declared proprietary and resultant answers are not included.

2) Change in the wording of evaluation factors 1 and 2 are made:

1. Demonstrate approach and experience in the development, maintenance and enhancement of a loss avoidance tool.

1. Demonstrate approach and experience in the maintenance and enhancement of a benefit cost analysis tool.

3) There is a change in requirement regarding submission of past performance references.

The new requirement is that a prospective offeror shall submit the past performance reference point of contact (POC) by email to nathanj.wolf@dhs.gov with a copy to monica.brown@dhs.gov by Noon Eastern on 22 April 2010. Up to three references will be received. All past performance reference POC will be sent a uniform questionnaire. Please provide email address as well as phone number for each POC.

4) Delivery of the Technical and Financial Proposals are extended to 9:00 AM Eastern, Monday 3 May 2010. Delivery location and method remain unchanged.

5) Some historical labor categories associated with BCA Toll maintenance and enhancement are presented. Those skills required for this program’s objectives may include similar, different, more or less labor categories based on the offeror’s solution. (See end of this document.)

6) The offeror needs to provide a full business plan to implement this program as proposed. This shall include labor categories and level within a category, fully burdened cost and/or purchase rates by category, effort by category in hours, other than direct costs including travel and supplies.

7) The offeror may opt to quote fixed price only business plan. That proposal will be given consideration and full review.

Due Diligence General Q&A

Q: Will FEMA include a “withhold provision” in the contract resulting from this solicitation?

A: No.

Q: How does FEMA plan to handle data security for electronic fund transfer information?

A: The invoice may omit that information provided the information is up to date in CCR.

Q: What services are included in “mitigation activity analysis tool services”?

A: Mitigation has a full range of services that support multiple programs (Hazard Mitigation Grant Program, Pre-Disaster Mitigation Program, Flood Assistance Program, Repetitive Loss Program, and Severe Repetitive Loss Program).

Q: How have loss avoidance studies been completed by your office?

A: The analysis is done manually. Examples of completed loss avoidance studies can be found on the FEMA library website. We are in the process of developing methodologies to complete loss avoidance studies for various types of hazards. However, we are open to new ideas and innovations.

Q: What is the currently functionality (including business processes supported) of the BCAT?

A: The current BCA Tool provides the ability to perform a benefit-cost analysis using a standard process. This supports application development for Hazard Mitigation Assistance grant program.

Q: What enhancements are being sought for the BCA Tool? Any performance issues?

A: That has not been determined. Enhancement requirements stem from regulation changes, discovered computation errors, inclusion of additional hazards and user suggestions. There are no known performance issues.

Q: What information goes into the BCA Tool?

A: Data on cost of a potential mitigation project, potential damage data, information on the project type as well as other factors that relate to the grant sought. The tool helps determine the benefits of a potential project. One may review the tool at www.bchelpline.com.

Q: Is there a relationship between the two tools?

A: BCA is completed pre application and is based on probabilities. Loss avoidance is completed post-project construction and is based on actual data.

Q: What FEMA programs will be affected by this award?

A: Hazard Mitigation Assistance which include the Hazard Mitigation Grant Program, Pre-Disaster Mitigation Program, Flood Assistance Program, Repetitive Loss Program, and Severe Repetitive Loss Program.

Q: what is meant by “programmatic information analysis”?

A: The analysis to be performed is more business analysis as DHS will develop a new system and we want to emphasize the business side of the system.

Q: How will GIS and spatial analysis related tools will be used as part of the programmatic information analysis? Which GIS and Spatial analyses tools are supported by FEMA?

A: These tools will be utilized to perform geospatial business analysis. FEMA can support ESRI software and Google Tools.

Q: Can you comment on the key personnel portion of the proposal?

A: Key personnel are those personnel who are integral to the success of the program. This is an individual offeror’s decision as to who are “key”.

Q: Do page limits include covers, dividers and table of contents?

A: No. Only the substantive narrative, description, tables, charts, solutions, graphics and the like are to be included. Resumes, key personnel, business plan, point of contacts, and similar fall outside of the technical proposal 20 page limit.

Q: How much work may be performed by subcontractors? Suppose some of the subcontractors are 8(a) firms?

A: The prime must provide for at least 50% of the labor effort expressed in dollar value of the total labor effort even if some of the subs are small business and/or 8(a) firms.

Q: Is there a different between past performance and individual experience?

A: Yes. Past performance and individual experience are separate.

Q: Does key personnel include all staff?

A: key personnel refer only to those individuals who are considered key to the contract. If individuals are going to be changed in the future, the contract will be modified accordingly.

Q: Are there any limits and constraints to graphics?

A: there are no limits on graphics. Substantive graphic presentation counts in the 20 pages.

Q: Are all evaluation factors of equal weight?

A: all technical evaluation factors are of equal weight. Technical factors in total are weighted far more than business proposal.

Q: Is the number of references that a contractor has to provide is a minimum of three?

A: a contractor may provide up to three references for past performances; all references will be verified.

Q: Is the past performance apart of the twenty page guideline?

A: References for past performance are not part of the 20 page limit. Narrative citing past performance is a part of the twenty pages along with any embellishing of references. Everything that is discussed in the narrative will be taken into account for past performance.

Q: Who is the incumbent?

A: the incumbent for the BCA Tool maintenance and enhancement is Ideation, Inc.

Q: How much effort is involved, what is the maintenance work, and what is the current level of work performed by the incumbent?

A: the BCA Tool is stable and there are no current enhancements planned. Enhancements are precipitated by changes in regulations, discovery of computation error, feedback as to usability and ease of use and as additional hazards are considered. An offeror with experience in a similar type of tool should be able to anticipate enhancement and maintenance levels. Level of effort proposed is a function of requirements and approach which may differ from the incumbent’s experience. As such, the proposer demonstrates its understanding, quality of solution and experience by composing its own business proposal without having to rely on the incumbent’s current experience. Note that the BCA Tool is only a portion of the overall scope of this program.

Q: How many programmers are currently maintaining the tool by the incumbent?

A: see answer to prior question. Experience with similar tools, an understanding of FEMA’s responsibilities, stated objectives and the proposer’s solution to staffing will shape the business proposal as to the level of programmers/software engineers that will be required.

Q: Why does the BCA Tool not meet certain levels of design protocol or compliance that might be found in other agency tools?

A: the proposer may make a case for any compliance and or design protocols that it may demonstrate as a technical advantage, a prospective requirement or otherwise desirable. Current compliance levels or design protocols are not limiting.

Q: How is information filtered when it comes to FEMA?

A: A report is generated from the tool. A grant applicant captures the tool’s output and includes that information in its request to a State and/or FEMA. The information is verified by FEMA analysts during grant review.

Q: Where is the current tool housed?

A: It is housed outside of the FEMA firewall. The successful offeror will not be required to maintain the server that houses the tool.

Q: Is the software proprietary?

A: Software is not proprietary.

Q: Where is the location of the software? Whose server is it housed on?

A: The outside vendor maintaining BCHELPLINE.COM has a copy of the software.

Q: who holds Intellectual Property rights in the tools?

A: Anything that is developed for a project, including deliverables, is turned over to FEMA and subsequently turned over to future contractors.

Q: What is the database size?

A: There are no limits in total. Attachments may limited to 1 GB.

Q: How many tables are involved?

A: There are approximately 119 total tables in the BCA.

Q: Who does the tracking as to how many people are logging in to submit data as well as who is downloading the tool?

A: This is tracked by FEMA. The tool is not web based. It is downloaded to desktop. The current tool has been downloaded approximately 2,000 times. However, the tool is also distributed nationwide other methods.

Q: Will DCAA compliance and audit be relaxed given that this is burdensome to small businesses?

A: As posted elsewhere, a business proposal couched in Firm Fixed Price only will be received and given consideration.

Q: How are changes to the tool communicated to those with older versions?

A: This is communicated by the agency with an annual guidance called the Hazard Mitigation Assistance guidance on the FEMA website.

Q: Does the software version required to be maintained by the winner of the contract?

A: No.

Q: How do FEMA envision this working down the road?

A: The contract that is going to be awarded is an IDIQ contract. Task orders will be submitted when requirements occur and funding is received by the Program Office.

Q: Are there going to be multiple awards?

A: No. The requirements under this contract are integrally related as such splitting the tasks among multiple contractors would create challenges with continuity and contract management. This would equate to a higher cost to the government on the contract management side. In addition, having multiple awards would increase the cost associated with and time required to issue and complete each task.

Q: How is the security level requirement going to be enforced?

A: Only those individuals that are going to be meeting at government site are going to need security clearance. Only a Public Trust level of security clearance is required.

Q: We believe Factor 3 is restrictive as it limits the grant experience to mitigation. Can this be revised?

A: A proposer should be familiar with objectives of mitigation. An understanding of the purpose of FEMA’s grant program necessarily requires an appreciation of mitigation concepts. The term “Mitigation” is an industry term that is used throughout the Federal government and public Industry. As a result, the Program Office requires the term “Mitigation” be included. The selected contractor should have the base knowledge to function within FEMA’s requirements.

Q: May a proposal quote GSA approved labor rates in lieu of direct labor rates, indirect rates and burdens and profits?

A: No. GSA rates are maximum hourly labor rates used in T&M pricing. As offered in the current amendment, a business plan based on a fixed price using the offeror’s labor rate schedule will be received and given full consideration.

Q: May a business proposal limit itself to Firm Fixed Price only?

A: Yes. The solicitation states that this contract will be a hybrid between Firm Fixed Price orders and Cost Recovery with Award Fee orders. If the contractor is unable to conform to this, FEMA will receive and give full consideration to a business plan that proposes FFP only orders.

Q: Since the government expects to do development and implementation of a Loss Avoidance National Tool under this contract, please explain if the contractor is expected to propose software requirements expertise as a part of this solicitation.

A: Software requirements development is not within the scope of this contract. There will be software maintenance and enhancement on the existing tool. During the course of the contract, the requirements for the loss avoidance tool will be given to the contractor for a tool development effort.

Q: Can you indicate the categories of stakeholders involved in BCA and LANT tool usage?

A: The stakeholders would be the same for both tools which are States, Locals, Tribes, and FEMA..

Q: How do the FEMA regions factor into BCA and LANT?

A: Locals will submit application to their state government. The state would submit a large application to the federal government. The various regions may receive the application or applications may go directly to FEMA HQ. The regions and FEMA HQ work closely.

Q: Where do you see the LANT tool in five-ten years?

A: The development of a tool that uniformly assesses and quantifies effectiveness of FEMA’s mitigation investments; a tool that is user friendly where servicing of information can be provided based on a series of questions.

Q: Where do you see the BCA tool in five-ten years?

A: FEMA is always looking to enhance tool and make it more user friendly and in compliance with evolving regulations.

Q: What type of user feedback have you received on the BCA tool?

A: Data is collected on a constant basis. It is utilized as a customer service method. The software was pro-engineered, and FEMA have received exceptional feedback from it.

Q: Should the BCA tool be web based?

A: Current tool is not web based. Future approach may be shaped by the contractor’s proposed solution.

Q: Is there a list of future requirements?

A: There is not a list of future requirements. Regulation conditions may result in additional requirements.

Q: What are the types of hazards?

A: The types of hazards are flood, earthquakes, tornado, hurricane, and wild fire.

Q: What are the types of losses?

A: The types of losses are physical damage, infrastructure damage.

Q: How big is the team that will approve future requirements?

A: For a new tool, focus groups will be convened and the same process may take place for future enhancements. For simple enhancements, a team of nine technical experts will be convened and this will be done in house.

Q: Is the purposeful that training is not listed in the evaluation factor?

A: It is not a primary criterion. It is an option.

Q: Is more funding going into mitigation?

A: Yes, approximately eighty five percent of funding has been disaster related. There is one disaster related program and four non disaster related programs.

Q: Can the contractor partner with another company?

A: yes, as long as the prime is an 8(a) and the prime performs at least fifty percent of the dollar labor effort.

Q: Is there a page limit to the proposal?

A: The limit is twenty pages as stated in the RFP.

Q: Is the government okay with commercial past performance?

A: Yes.

Q: Will travel be extensive?

A: Travel is anticipated to be limited and the work will be out of Contractor's facility.

Q: Will government employees require space at the contractor’s site?

A: No.

Q: Will the contractor need to provide a helpdesk or hotline?

A: That is not required.

Q: How shall overtime be factored in?

A: That is not the government’s decision. The contractor may or may not choose to provide a solution that assumes overtime. The offeror has to price in its costs.

Q: What is the working relationship between FEMA Program Office and the contractor?

A: FEMA considers its service contractors as partners in finding solutions. It’s a team approach.

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