Q A Coinsolidated 4-5-10.docx

HSFEHQ-10-R-0054 Consolidated Q&A’s Consolidated List of Questions & Answers.

1. Does HSFEHQ-10-R-0054 replace HSFEHQ-10-R-0039(RFP)?

Yes. The services to be acquired are identical.

2. Who developed the BCA Tool? When was it developed? Was FEMA actively involved in the original development?

The BCA Tool was developed by FEMA with assistance from a contractor. The most recent version of the BCA Tool was developed in 2009.

3. Is there an incumbent for some of the requirements?

Yes, there is an incumbent for some of the requirements.

4. Is the incumbent a small business and/or 8(a)?

Yes. The incumbent for some of the requirements is an 8(a) firm.

5. Is the incumbent involved with the BCA Tool? What is the relationship between the incumbent and the original tool developer?

Yes, the incumbent is involved with the BCA Tool.

The relationship between the incumbent and the original tool developer is irrelevant to the technical aspect of this procurement.

6. Is the incumbent contractor eligible to bid on this current solicitation?

Yes.

7. Is BCA Tool proprietary? Is it Web based? Is there a means by which the BCA Tool may be retrieved? What platform does it use? What coding language is used? What hardware platform is required to run the BCA Tool?

The BCA Tool is built for a .NET framework for a personal computer hardware platform.

The BCA Tool is not proprietary to FEMA.

The BCA Tool is not web based.

The BCA Tool can be retrieved from www.bchelpline.com.

The BCA Tool uses a Microsoft .NET platform along with SQL.

The BCA Tool uses Microsoft .NET platform library. Developers may use any coding language that may be integrated with .NET.

8. The BCA Tool is built for a personal computer hardware platform.

9. What are the functional requirements of the benefit-cost analysis tool?

The functional requirements for the enhancement of the BCA Tool have not yet been determined.

10. Who and how will the past performance questionnaire be constructed?

The Government will construct the questionnaire. Each reference cited will be asked to rate the firm on a) resilience in the face of adversity; b) resourcefulness; c) degree to which commitments and standards were met; d) quality of accomplishments; e) implementation of proposed methods and techniques in finding solutions.

11. May referrals for performance executed as a subcontractor be submitted? May my firm submit additional past performance referrals when performing as a subcontractor?

Yes, provided that the effort is comparable to the scope described in this solicitation.

12. Is there a specific Proposal Form? Does resumes, key personnel listing, table of contents, dividers be included in the technical proposal 20 page limitation? What should the 20 page limit for technical proposal include? Is Past Performance discussion included in the page limit? Are the referrals included in the 20 page limit?

There is no specific proposal format. The proposal is a technical narrative on how the proposer will fulfill the objectives required as listed in the Statement of Objectives. The technical proposal may include charts, illustrations, narration and the like. Key personnel resumes, table of contents, resumes and such are not included in the 20 page count. Referrals are excluded from the 20 page limit.

13. Should the Business Proposal be provided as a separate volume?

Yes. The business proposal is not part of the 20 page limit. It would be helpful but not mandatory if the business proposal or backup be presented as an Excel spreadsheet.

14. Please confirm that “Other Business Information” as listed in section L.6 is to be included in the submission.

It is confirmed.

15. With respect to conflict of interest (COI), is it permitted to include subcontractors on our team for this effort [Programmatic technical assistance] who are current subcontractors under FEMA’s Hazard Mitigation Technical Assistance Program (HMTAP) contract?

Checking with the Office of Chief Counsel there is no COI.

16. How shall the Representations and Certifications be presented?

There is no specific form. These responses do not count as part of the technical or business proposals.

17. What labor categories are currently being utilized by the incumbent contractor?

This information is not relevant to an independent proposal. The intent is for each firm to submit its solution which may be novel and creative.

18. Will FEMA provide details on labor categories and level for base period and option period as listed in Appendix A or bidders need to decide those?

This information should be provided by the bidders.

19. What percent of the work is being performed by the incumbent versus any subcontractors?

The current incumbent is performing 100% of the work at this time.

20. What services or supplies within this proposed contract are covered by the 'Qualification Requirement' [Section B.8]?

The contractor should have appropriate certifications to handle the selected platforms for the development and enhancement of the tools.

21. What are the Key Personnel requirements in terms of numbers and labor categories?

This information is to be determined by the contractor and submitted as a part of the proposal.

22. Can the Government provide more detailed qualifications for the key labor categories?

This information is to be determined by the contractor and submitted as a part of the proposal.

23. Section M states: "Demonstrate approach and experience with the development of FEMA benefit-cost analysis tool...". Does this imply the contractor will need to have prior development experience with the specific BCAT application? Will the Government consider comparable experience with tools from other organizations or agencies?

The proposal will be reviewed based on the contractors experience with the FEMA BCA tool.

24. What type of training is currently being conducted for the BCAT support? Is this online training, formal classroom training, onsite training ie, consultative support?

Various aspects of training are delivered utilizing multiple platforms such as online training, classroom training, and onsite training. FEMA utilizes the assistance of contractors for some of this training on an as needed basis.

25. Where is the training provided? Within the Washington DC metropolitan area, nationwide? Please clarify?

Training is provided at multiple sites nationwide on an as needed basis.

26. Is the proposed contractor required to prepare the Certification & Accreditation for the BCAT and Loss Avoidance national Tool?

Yes, the contractor will be required to provide Certification & Accreditation for the BCA tool and the Loss Avoidance Tool.

27. Is the contractor to host the loss avoidance national tool should it be a web based application?

Yes, should the loss avoidance tool be a web based application, the contractor will be required to host it.

28. Is there a target infrastructure for the Loss Avoidance National Tool?

There is no target infrastructure for the Loss Avoidance Tool at this time.

29. Please provide a breakdown of hours per year by labor category for the incumbent that is supporting the BCAT.

This information is not relevant to an independent proposal.

30. What GIS and spatial analysis tools does FEMA currently support and/or have in-house?

FEMA can currently support ESRI Platform.

31. Has FEMA acquired any GIS and Spatial Analysis tools and technologies that may need to integrate with BCA tool?

The integration of the BCA Tool with GIS and spatial analysis tools and technologies has not yet been determined.

32. Are there specific standards or systems with which the Loss Avoidance Tool must be interoperable?

These specific standards and systems with which the loss avoidance tool will be interoperable are not identified at this time.

33. How much travel is anticipated?

Travel will be limited and on an adhoc basis.

34. Are the contractors to provide their own laptops?

Contractors will be required to provide their own laptops under this contract.

35. Will this be a multiple award contract?

No.

36. What is the percentage of Hybrid Contract is Firm Fixed Price (FFP) vs. Cost Plus Award Fee (CPAF)?

The award will be an Indefinite Delivery, Indefinite Quantity (IDIQ) contract. Each task order to be awarded will be issued on a FFP or CPAF. The award fee portion of CPAF may be based on performance quality or may be a fixed amount. There is no predetermined ratio of FFP: CPAF.

37. What is the approximate number of end users?

The BCA Tool has thousands of end users nationwide.

38. What are the different methodologies being followed across FEMA?

The methodology utilized for BCA Tool at FEMA is available at www.bchelpline.com.

39. What are the different Grant Management Tools and Technologies being currently used and deployed?

Various tools and technologies are being utilized by FEMA for Grants Management namely NEMIS, eGrants, IFMIS and many others.

40. Are there any guidelines set for the number of past performance from prime and teaming partners? (E.g. minimum 2 from prime and 1 from teaming partners etc.)

There are no guidelines.

41. Can FEMA provide the approximate allocation of the budget for base period and option period?

Two thirds of the anticipated expenditure should occur in the first three years of the five year period of performance. Note that this is a one year base contract with four one year options.

42. Do FEMA have any requirements to interface with other agencies, departments and external domain to use BCA tool for analysis purpose?

At this time FEMA does not have requirements to interface with other agencies, departments, or external domains to use BCA Tool for analysis purposes.

43. What are the security level requirements for individual contractors and contractor site locations?

Individual contractors will be required to have public trust security level clearance. The contractor site location is not required to have security level clearance.

44. Section M explains the evaluation factors, including technical approaches. However, the solicitation does not include a list of tasks or SOW against which a technical approach would be written. Is it the government’s intent that the technical approach be based solely on information provided in the solicitation notice?

Yes, the government wishes that the technical approach be based on information provided in the solicitation notice.

45. Given that many small business are not established to conduct work at cost-plus-fixed-fee, would the government consider issuing only a firm fixed price contract or a hybrid firm fixed price and time and materials contract? We respectfully request the government to consider adding T&M (time and material) pricing method to this hybrid solicitation.

It is expected that acceptable accounting standards be in place to issue a cost reimbursement type contract. T&M contract will not be available.

46. What are the functional requirements for the loss avoidance national tool? No specifics are mentioned in Section C of the solicitation.

The initial functional requirements for the loss avoidance tool are currently being developed and will be provided to the contractor following the award of the contract.

47. What are the estimated hours per year for training development?

FEMA projects the development of an average of 2 multi-day new course per year. The number of hours is to be determined by the contractor and submitted as a part of the proposal.

48. Will the government establish estimated labor hours to accomplish these tasks and for contractor evaluation?

This information is to be determined by the contractor and submitted as a part of the proposal.

49. What skills are required for loss avoidance national tool training development?

This information is to be determined by the contractor and submitted as a part of the proposal.

50. What skills are required for benefit-cost analysis tool?

This information is to be determined by the contractor and submitted as a part of the proposal.

51. What method of training is required (i.e., classroom, webinar, video, etc.)?

FEMA is looking to utilize various training platforms to include but not be limited to classroom, webinar, video, and etc.

52. How many sessions are estimated?

FEMA projects 10 to 15 sessions over the life of the contract.

53. How many attendees per session?

The number of attendees per session would be 15 to 25.

54. For what hard-copy training materials is the contractor responsible?

Printing is not a requirement for formal training activities.

55. Is the contractor responsible for room rental or attendee travel costs?

The contractor is not responsible for room rental or attendee travel costs.

56. How many trainers will be required?

The number of trainers for each course is estimated to be 2 to 4.

57. What Federal requirements must be included in the training?

Training materials developed must meet FEMA and DHS 508 compliance and must meet the standards implemented by the Emergency Management Institute.

58. What are the estimated hours per year for instruction for “losses avoided national tool”?

This is a function of each offeror’s technical approach.

59. What skills are required for training?

This information is to be determined by the contractor and submitted as a part of the proposal.

60. What method of training is required (i.e., classroom, webinar, video, etc.)?

FEMA is looking to utilize various training platforms to include but not be limited to classroom, video, etc.

61. How many sessions are estimated?

We project 10 to 15 sessions over the life of the contract.

62. How many attendees per session?

The number of attendees per session would be 15 to 25.

63. For what hard-copy training materials is the contractor responsible?

Printing is not a requirement for formal training activities.

64. Is the contractor responsible for room rental or attendee travel costs?

The contractor is not responsible for room rental or attendee travel costs.

65. How many trainers will be required?

The number of trainers for each course is estimated to be 2 to 4.

66. What type of presentations are planned or estimated?

Presentations may be of a technical and/or non-technical nature.

67. How many presentations are planned?

FEMA estimates there will be 3 to 5 presentations per year.

68. What is the frequency of presentations estimated?

FEMA estimates there will be 3 to 5 presentations per year.

69. Will the presentations be open to the public?

Presentations are generally developed for professional meetings, workshops, or conferences. Generally participation to these meetings are by invitation.

70. To what level of management will the presentations be tailored?

The audience in terms of FEMA Management could be mid-level management.

71. Explain the existing or baseline grants management process to be modernized.

Due to the unification of the hazard mitigation grant programs and changes from Congress we will need to adapt our internal grants management process.

72. What IT platform is the grant management process using?

FEMA has two legacy Enterprise systems: NEMIS for HMGP which is based on Powerbuilder/Oracle and eGrants which is based on Java/Oracle.

73. What are the interfaces with other Federal, State and local government systems?

There is no interface with other Federal, State, and local government systems.

74. How many and who are the recipients of the current grants program services?

The current recipients of the grants program services are all State and local governments as well as Tribal entities.

75. How many and who is delivering the grants program services?

There are hundreds of FEMA employees is our headquarters, Regional, and field offices that deliver services related to the grants programs.

76. What are the estimated number of hours per year for technical editing and reporting?

This is a function on the technical proposal.

77. What skills are required for technical editing and reporting?

This information is to be determined by the contractor and submitted as a part of the proposal.

78. Define “technical advisement” and “expert advise”, and will these services be provided to senior management or line managers? How many hours are anticipated for this objective?

Technical advisement and expert advice will be provided in the form of recommendations thereby providing FEMA the ability to look at technical solutions when programs have been impacted by regulatory or policy changes.

This advisement will be provided at line manger level.

79. Is all contractor staff expected to be on the government site?

The contractor will not be required to work in government offices. However, they may be required to attend meetings on an adhoc basis at a government office.

80. Since this solicitation is FFP or Cost plus contract, please define the exact scope of effort required under the Programmatic Technical Assistance (PTA) of the FEMA BCA tool.

FEMA periodically moves to streamline and enhance the BCA Tool. However, this being an IDIQ contract the exact scope of effort will be determined on a task order basis.

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

At this time the government has not determined if the tool will translate into software development. If significant software development is entailed the government will handle that work through FEMA OCIO.

82. Please explain if it will be the responsibility of this contractor to host and maintain (O&M) this software application on a FEMA GFE hardware platform?

At this time, the loss avoidance tool has not been developed and at this moment FEMA does not see the need for the contractor to host any FEMA related tool.

83. Please explain if there are any DHS or FEMA Enterprise Architecture constraints in the development of this tool?

The contractor will be required to meet the DHS guidelines and policies in the development of the loss avoidance tool.

84. Please explain if there is any interface expected with the FEMA EADIS and COMMIT contractors for development and Operations/Maintenance of the developed solution.

The interface with EADIS and COMMIT has not been determined at this time.

85. Does FEMA intend to use any COTS/GOTS tools for CBA or loss avoidance strategy or if FEMA looking at in-house development of a new tool.

FEMA expects that the BCA and loss avoidance tools will be an extension of the existing BCA Tool. However, any approach that may include other solutions will be considered. Proposals that reflect an understanding of the requirements and suggest efficient alternatives will be highly regarded.

86. Are there any shortcomings associated with the current tools used by FEMA?

On a periodic basis FEMA makes evaluations and enhancements based on user comments provided to FEMA. AT this time, the BCA Tool is fully functional.