Amendment Two Q A.doc

HSFEMS-09-R-0011

Questions/Answers 10/27/2009

1. Would you be able to share the most recent information and procurement strategy on this initiative? This requirement is a small business set aside per the Robert T. Stafford Act: “This solicitation is issued pursuant to the Robert T. Stafford Act, 42 U.S.C. 5150 and is restricted to Small Business entities residing and primarily doing business in the presidentially declared counties, State of Mississippi, DR-1604-MS.

2. Is there an incumbent or is this a new RFQ? New Procurement

3. If an incumbent can you please identify and will they be proposing as well? New Procurement

4. Is teaming with a firm from the identified area encouraged? 90% of the work must be completed by the companies’ employees.

5. Is this a 100% validation of each billing? Yes

6. You state the number of contracts but how long was each contract? One year or two years? I am trying to figure the number of months per contract that needs to be audited. 4 contracts at 2 years; 3 contracts at 2.5 years; 7 contracts at 1 year.

7. Approximately how many documents comprise of each monthly billing for MDC and GSM contracts? Refer to Statement of Objectives, Section Objectives in the original solicitation.

8. Will work space be available at TRO in Biloxi? Work space will be provided in Biloxi, MS.

9. Is there an incumbent for this contract or is a new requirement? If there is an incumbent can you please state the name of the company? Also, are they eligible to rebid? Refer to question 2

10. Is it possible for a company to bid on this that has been involved in a MDC contract in the past as long as they are not one of the MDC’s being audited? Yes

11. I see this has been set aside for Mississippi companies in the affected areas only. Is it FEMA’s goal to adhere to this requirement? Yes

12. Will the contractor be given space within the TRO to accomplish the desired work? If so, will this be a secure space or should the contractor expect to replace all documents prior to leaving for the day? Will the space be large enough to handle a work crew of 4 people? (1) Work space will be provided in Biloxi, MS. (2) this will be a secure space (3) yes

13. Will the contractor be expected to review 1 company at a time or should they expect to be reviewing several companies at the same time? This information is to be provided by the solicitation responder in the Performance Work Statement.

14. While most audits are finalized with a summary report and explanation of findings in person, we have noticed that you would ask that the auditor be present at the MDC audit review meeting. I would assume this was for clarification to the MDC’s. Can FEMA explain at what point can the auditor expect to step away from the delicate issue? Will this be after review of findings with the MDC? After review of findings with the contractor(s) if needed.

15. Will the auditor be required to report the findings to the GAO? No

16. Page2 of RFP states that the facility is secure and to please call. Is this also required for those proposals that will be sent via FEDEX or UPS? No, refer to Amendment 1

17. Will the reports be issued as “agreed upon procedures”? No

18. Could you provide us with the sample audit report that is expected to be issued in conjunction with these SOWs? The auditor should follow the fieldwork and reporting standards for a performance audit provided in GAO’s Yellow Book.

19. After completion of the engagement is the firm required to submit its work papers to the Agency for final retention? Yes

20. What is the traveling requirement related to this scope of work? None

21. Will Per Diem be allowed for those audit firms that are out of State? No

22. Section D.1 – Statement of Objectives, Purpose, shows 9 MDV contractors and 5 GSM contractors listed on enclosure 1. (a) we could not find enclosure 1 (b) GAO report shows 10 MDV contractors while the RFP shows 9. Was one eliminated from the scope of work for audit purposes? (a) enclosure 1 which listed the identifying information for the MDC/GSM contractors will be provided to the awardee of this solicitation only (b) this solicitation is for auditing services of 9 MDC and 5 GSM contracts

23. How many invoices were submitted by each of the 9 MDC contractors’? Refer to Statement of Objectives, Section Objectives in the original solicitation.

24. How many invoices were submitted by each of the 5 GSM contractors’? Refer to Statement of Objectives, Section Objectives in the original solicitation.

25. For those Prime contractors that had subcontractors, will an independent review or confirmation of payment of subcontractor invoices/costs also be required? No

26. Will travel be required to visit the sites where the work was performed (site inspection, inquiries, etc.)? No

27. Are copies of all contracts, modifications, task orders, invoices and supporting data maintained on electronic media? Contractor supporting documents are estimated at 70% electronic PDF format, 30% paper files for each contractor; back up documentation is estimated at 10% electronic media, 90% paper files for each contractor.

28. Please confirm whether required security clearances have to be in place prior to submission of response or whether this is a requirement prior to commencement of work? Prior to commencement of work

29. With regards to E.4, 52.226.3(d)(5) is there a % threshold of revenues attributable to the set aside area used to evaluate whether a business meets the set aside criteria? In section (d) (5) of FAR clause 52.226.3 a percentage is not provided; reference full clause for complete information on qualifying for the Disaster or Emergency Area Representation.

30. Can you provide the names of the contracted firms that will be audited as part of this project (MD and GSM)? Refer to solicitation amendment 1; identifying information will only be provided to the awardee of this solicitation.

31. Will DHS/FEMA provide office space to project staff within its facilities or is it expected that the respondent provide office space? Refer to question 8

32. Are any of the contract documents scanned electronically? If so what % and in what format? In what type of system are these files stored? Refer to question 27

33. Section D.3a of the Contract “General Qualifications” indicates that: “The offeror shall perform no less than 90% of the work in-house.” Could you please clarify whether this is intended to mean that the contractor awarded shall complete 90% of the work, without the utilization of subcontractor staff; or rather that 90% of the work shall be completed “on-site” at FEMA’s facilities? 90% of the work must be completed by the companies’ employees.

34. Will the government consider allowing offers from non-CPA firms to be considered for award, in the event that a licensed CPA will oversee and direct the work completed by audit staff? No

35. I have a clarifying question regarding Section D.2d on page 19. The RFP asks for three physically separate volumes as stated below: Volume 1, Business Administration Proposal, Volume 2, Technical Proposal, Volume 3, Price Proposal. Can I assume that volume 1 will consist of the firm’s qualifications, experience, past performance, applicable licenses and resumes; volume 2 will consist of the firm’s quality control plan and Performance Work Statements; volume 3 will consist of the Price Continuation Block? Yes

36. My interpretation of one of the lines in this RFP is that the firm selected to perform the work must be based in Mississippi. Could you please confirm this is in fact the case? If DHS cannot find a qualified firm to perform the work locally, will they consider eliminating this requirement? Is there a reason more notice was not provided for the Q&A period? (1) based on market research there are several small companies within the declared disaster area. DHS/FEMA does not feel this will be an issue. (2) The time frame for questions and answers should have read 30 October, not the 22 October. Note the extended period for Questions and Answers within Amendment 2 of this solicitation.

38. According to page 41, Section E.5, it states this is for businesses in Mississippi only. Are other firms, located outside of Mississippi not to be considered? Refer to Section E.5, FAR 52.226-4 of solicitation.

39. The notice posted on FedBizOps states that this is restricted to CPA firms located in presidentially declared Mississippi counties, DR-1604-MS, but in the body of the RFP on page 12, box 35, is not checked off. Which is correct? Is this open to all small business CPA firms or only to CPA firms in the disaster counties? If there is a restriction, which counties in particular would this restriction pertain to? FEMA-1604-DR has multiple lists of counties. (1) refer to FAR clause 52.226-4 of the solicitation; box 35 was not checked as the full clause, instead of by reference, was included. (2) refer to FAR clause 52.226-4 (3) refer to FedBizOps description, paragraph two. A list of counties included in DR-1604-MS declaration can be viewed at www.fema.gov.

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