Questions Responses 2.29.2012.docx

Questions and Responses to

HSFEMW-11-R-0001

2/29/2012

Q1: If a small business decides to submit a proposal under the unrestricted category, is it possible to receive a waiver for the Small Business Subcontracting Plan?

A: Clause I.10 52.219-9 SMALL BUSINESS SUBCONTRACTING PLAN ALTERNATE II states in paragraph (a) This clause does not apply to small business concerns. Therefore, small businesses submitting proposals either for the unrestricted awards, or for the awards reserved small business, would not be required to submit a Small Business Subcontracting Plan.

Q2: Will FEMA consider an extension of the submission deadline in light of the Q&As released on 2/22 regarding the Small Business Size Standard?

A: FEMA will extend the RFP closing date to 3/23/2012 via an amendment to be issued in the near future.

Q3: Will FEMA provide labor category descriptions for the 97 labor categories in the solicitation?

A: FEMA will provide some additional guidance on the labor categories via an amendment to be issued in the near future.

Q4: Will FEMA provide their acceptable basis for pricing each of these labor categories (e.g., GS Schedule, salary.com, current pricing of these labor categories in use by incumbents, etc.)?

A: FEMA may utilize several different bases for determining price reasonableness for proposed labor categories, which could include historic data, GSA Schedule rates, and competition.

Q5: How many awards will be made? How many awards will be made to small businesses?

A: FEMA intends to make four awards, with two of those being “reserved” for small businesses (in accordance with FAR 19.502-4). However, FEMA reserves the right make the awards to the number (including the number made to small businesses) determined to be in the best interest of the agency.

Q6: What is the Top Secret requirement (Q13) for access to information vs. cleared facility for?

A: In order for cleared contractor or subcontractor personnel to perform work under this Statement of Work, they must be employed by a company that has a Top Secret Facility clearance. Any proposed prime contractor must have a Top Secret Facility clearance in order for the Top Secret cleared Project Manager to work on the contract. Individual personnel with Top Secret clearances may not perform this requirement unless the company that employs them has a Top Secret Facility clearance.

Q7: Will the Sample Tasks (Initial Task Orders) be awarded at the same time as the contract awards.

A: The Initial Task Orders (A-C) may, in fact, be awarded at the same time as the contract awards, so offerors should prepare their proposals with that in mind.

Q8: Are all the clearance requirements listed in Section 1.4 applicable to all subcontractors, regardless of whether the subcontractor will be working on a particular task order.

A: Section 1.4.4 of the STATEMENT OF WORK (SOW) states that all contractors must have Top Secret facility clearances. The SOW of work will be incorporated into the contract(s) at award, and therefore, does not speak to the requirements at the time of proposal submission. Attachment 2 TECHNICAL PROPOSAL INSTRUCTIONS, Section 6 Management Plan, states that “Offerors shall address the plan to provide both company/facility security clearances and individual security clearances required to support the programs and tasks identified in the SOW at the time the proposal is submitted, and to maintain clearances after award.” In order to be eligible for award any proposed Prime Contractor must demonstrate they possess a Top Secret Facility Clearance at the time proposals are submitted. Likewise, any subcontractors that are proposed to work on tasks that require clearances must possess Top Secret Facility clearances at the time proposals are submitted. If desired, offerors may also propose sub-contractors or personnel that do not have clearances (facility or individual) to work only on unclassified tasks, but offerors should not assume that clearances, either facility or individual, will be obtained after award. FEMA will not wait for a contractor to obtain clearances, and will not pay for contractors to obtain clearances.

Q9: The noted requirement for a Top Secret Clearance (discussed in the Q&A) seems to contradict the requirement in paragraph 4.1 “Several on site Government locations in which work under the Contract is to be performed include areas authorized for Top Secret/SCI materials and restricted to protect LIMITED DISTRIBUTION information.” Could you please clarify whether contract personnel are required to have Top Secret, or a TS SCI clearance?

A: Only Top Secret Clearances (facility and individual) are required at the time proposals are submitted for contractors and personnel to work on tasks require clearances. Any requirement for a TS SCI clearance may be obtained after award.

Q10: The noted requirement for a Top Secret Facility Clearance (discussed in the Q&A) seems to contradict the requirement in paragraph 4.1.3: “The Contractor will require access to 3) INTELLIGENCE INFORMATION: SENSITIVE COMPARTMENTED INFORMATION – YES”. Can you please clarify whether the contractor facility clearance must be a TS Facility or a TS SCI facility clearance.

A: The contractor facility clearance requirement is at the Top Secret level. Any requirements for TS SCI clearances will be addressed after award.

Q11: If a contractor is only bidding on the small business portion of the contract what is the required level of clearance for the prime contractor and the subcontractor staff and facility?

A: The prime contractor must have a Top Secret Facility Clearance at the time proposals are submitted. Proposed subcontractors must also have Top Secret Facility Clearances if they are proposed to work on tasks requiring clearances. Do not assume clearances can be obtained after award, with the exception of personnel that already possess TS, for which TS SCI may be obtained after award, if required.

Q12: Section 1.4.4 of the SOW states that all contractors must have TS facility clearances, and Question 13 states that contractors must have a Top Secret facility clearance at the time of award. Would a bidder who is eligible for a TS facility clearance but currently on possesses a secret facility clearance and would not likely receive a TS FCL without an award, be considered non-compliant when submitting a bid?

A: The offeror must possess the Top Secret facility clearance at the time proposals are submitted. It is not be feasible for this requirement to obtain the clearances after award.

Q13: As a small business, when submitting our response to this proposal are we required to submit proposals for all three sample task orders?

A: Yes, small businesses are expected to submit responses to all three sample task orders (Initial Task Orders).

Q14. Are small businesses not intending to bid in all areas to submit rates for all categories listed on pages 33 and 34 of the SOW (the 165,975 hours listed on pages 34 and 35) for the purpose of equal comparison?

A: The responses received to Sources Sought/Request for Information HSFE50-12-I-0012 indicated that there were multiple small businesses that stated that they could potentially perform all of the task areas in the Statement of Work (SOW). After review of those responses, FEMA determined that rather than conducting this competition as a Partial Small Business Set-Aside, where only certain task areas would be set-aside for small businesses, it would be appropriate to conduct this procurement as a Full and Open Competition, with the goal of “reserving” two of the multiple-award IDIQ contracts to small businesses. Accordingly, small businesses submitting proposals under RFP HSFEMW-12-R-0001 should address all of the task areas within the SOW, as well as the three Initial Task Orders contained in the RFP. It should be noted that this strategy is in accordance with a November 2011 change to FAR 19.502-4, which also permits certain Task Orders to be set-aside after award for competition among the small business awardees. Small businesses are expected to propose on all task areas and respond to all of the different labor categories.

Q15: Reference: RFP Section L.1, Page 66; and RFP Attachment 3 Cost/Price Proposal Instructions, Base or Opt Period Sheet Question: Section L includes FAR 52.216-29, which indicates the offeror shall specify which proposed fixed hourly rates are for the offeror, which are for subcontractors, and which are for inter-company elements; however, the provided rate sheet in Attachment 3 includes a space for only one fixed hourly rate per category. Are offerors to provide only a single team rate for each category, or are offerors to provide separate rates for the offeror and each subcontractor for each category (to the extent proposed by each subcontractor)?

A: The sample spreadsheet in Attachment C may be adapted as offerors choose to address their own teaming scenario. Offerors should provide separate rates for the offeror and any proposed subcontractors, to the extent proposed.

Q16: Reference: RFP Section L.2, Page 66 Question: Section L.2 provides Small Business Subcontracting Plan goals. Are we correct in assuming that the stated goals are expressed as percentages of subcontracted dollars, in accordance with FAR 52.219-9?

A: Yes, goals should be expressed as percentages of subcontracted dollars.

Q17: Reference: RFP Attachment 2 Technical Proposal Instructions, Item 4 Initial Task Orders; and Attachment 3 Cost/Price Proposal Instructions, Item 10 Pricing for Initial Task Orders Question: Attachment 2 indicates that offerors shall assume the sample task orders will be Firm-Fixed Price, while Attachment 3 indicates offerors shall assume the sample task orders will be Time and Materials. Which contract type shall offerors assume for the three sample tasks?

A: Responses to Task Orders A and C should be Firm Fixed Price. Responses to Task Order B should be Time and Materials. See response to Question 33 for additional information. The Technical Proposal Instructions and Cost/Price Proposal Instructions will be amended to reflect this correction.

Q18: Reference: RFP Attachment 3 Cost/Price Proposal Instructions, Base or Opt Period Sheet Question: Does the Government intend to provide labor category descriptions for the labor categories listed on the Base or Opt Period pricing sheet?

A: FEMA will provide some additional guidance on the labor categories via an amendment to be issued in the near future.

Q19: Reference: RFP Attachment 3 Cost/Price Proposal Instructions Question: Are we correct in assuming that subcontractors are required to provide only fully loaded rates, rather than detailed rate breakdowns?

A: Please provide details of subcontractor cost/pricing in the same format as the prime contractor cost/pricing.

Q20: The RFP pricing instructions include a lengthy list of labor categories and hours to price. However, no labor qualifications (scope of tasking, years experience, education requirements) have been provided. Will FEMA be providing mandatory or suggested qualifications for each labor category, or are bidders to develop labor category rates without FEMA-provided descriptions, or by some other means.

A: FEMA will provide some additional guidance on the labor categories via an amendment to be issued in the near future.

Q21: The NCP PAMSS solicitation states on page 60 that the small business ceiling for the 541990 NAICS code is $7M. Please confirm that the solicitation follows the regulations which just raised the ceiling from $7M to $14M.

A: FEMA contacted the SBA concerning this question and learned that the RFP cannot be amended to reflect the increased ceiling of $14M prior to 3/12/2012 when the new regulation goes into effect. Because this RFP was released on 2/15/2012 and closes on 3/19/2012, FEMA is not required to increase the ceiling to $14M. FEMA does not plan to amend the RFP to reflect the pending change in ceiling.

Q22: Attachment 3 Cost/Price. Page 9 Profit. “…Travel of subcontractor effort”. Will the government please clarify the statement: “…Travel of subcontractor effort”?

A: That sentence contains a typographical error. It should have read “Travel, or Subcontractor Effort.” The RFP will be amended to reflect that correction.

Q23: The government appears to use the terms “Project Manager” and “Program Manager” interchangeably throughout the RFP. For consistency, will the government dictate which title should be used?

A: The contractor labor category should be referred to as “Project Manager”. The RFP will be amended to reflect this change.

Q24: Attachment 2; Section 4 (Initial Task Orders) designates the initial task orders as follows: A (IPAWS Outreach Support), B (IPAWS Technical Support), and C (IPAWS Program Management, Business Operations, Acquisition and Property Management Support).

However, Attachments 5, 6, and 7 designate the initial task orders as A (IPAWS Program Management, Business Operations, Acquisition and Property Management Support), B (IPAWS Outreach Support), and C (IPAWS Technical Support), respectively.

For clarification and consistency of proposal labeling, will the Government amend Attachment 2/Section 4 to reconcile with Attachments 5, 6, and 7?

A: Please see the response to Question 33 below.

Q25: Attachment 1; Section 1.3.1.3 stipulates that the Project Manager shall possess PMP certification or equivalent. Please clarify what is acceptable as equivalent (e.g.: years of PM experience, etc).

A: A bachelor’s degree and ten years of Project Management experience would be considered equivalent to a PMP certification. The RFP will be amended to reflect this information.

Q26: Attachment 3 provides a list of Labor Categories, but no definition for Sr./Jr. or Levels I, II, III, IV, V. Will the Government provide clarification as to years experience required for each level to allow for more consistent and common standard for pricing?

(e.g.: I or Jr. at least 2 years relevant experience, II or Mid – at least 5 years relevant experience, III or Sr. – at least 10 years relevant experience)

A: FEMA will provide some additional guidance on the labor categories via an amendment to be issued in the near future.

Q27: The list of Labor Categories provided in Attachment 3 includes “Partner”. This seems to be more relevant to a corporate position, rather than a Government Contract Labor Category. Please clarify what function(s) the “Partner” position is intended to perform in support of the SOW.

A: The labor category called “Partner” was taken from historic data on a previous contract and referred to hours worked by a company owner or corporate executive. Offerors should use their own judgment in linking this labor category to the labor categories of their proposed team.

Q28: Attachment (3 Cost/Price Proposal Instructions) Will sealed packages be required of any proposed subcontractors?

A: Offerors may submit cost/price information for their proposed subcontractors in sealed envelopes, but it is not required.

Q29: Can the Government please confirm that Pricing for the Initial Task Orders is to be included as part of the Cost Volume and not included in the Technical Volume?

A: Cost/Price information for the Initial Task Orders should be submitted as part of the Cost Volume and not included in the Technical Volume. The RFP will be amended to reflect this information.

Q30: Can the Government please confirm the type of pricing for the Initial/Sample Task Orders?

A: See response to Question 33 below.

Q31: The RFP states that the Primary Place of Performance is FEMA HQ in Washington, DC. For all three Initial Task Orders and for Task Order A states that some work may be performed at the Contractor site. For Task Order B and C, does “primary place of performance” mean that all work will be performed at the FEMA site? Can the Government please specify how much space will be available in so far as number of workstations, cubicles, or offices? For Task Order A, will the Government please provide additional information on what FEMA space is available in so far as number of workstations, cubicles, or offices so we can determine what space is required and the appropriate labor rates to be proposed (i.e., client site vs. company site labor rates)?

A: FEMA cannot currently identify the amount of space available for contractors to work on site at FEMA HQ in Washington, D.C. Although FEMA HQ has been identified as the primary place of performance, this does not mean that work will be performed exclusively at FEMA HQ. Offerors may also need to work at their own facility or telework, as deemed appropriate under these tasks.

Q32: It appears that the Government wants all labor to be included in the proposed fixed hourly rates and not be included as an ODC based on the information in Section B.1. However, the cost/price proposal instructions (Section J, Attachment 3) and initial task order pricing table seem to infer subcontractors should be included as separate line items and not be included in the fixed hourly labor rates. Is the Government’s intent for all labor (including direct labor and subcontract and consultant labor) to be included in the fixed hourly rates for the Attachment 3 specified labor categories? If so, is the subcontract line item for incidental material?

A: It is suggested that Offerors provide a copy of the Initial Task Order Table for the prime’s proposed labor, ODCs, Travel, etc,. On the line labeled Subcontracts, they should list the total proposed price for subcontracted effort, which might include one or more proposed subcontracts. Then, for each subcontractor they should provide a separate table laying out the subcontractors’ fully loaded labor rates, ODCs, Travel, and Indirect on Material Handling (if applicable).

Q33: There is a discrepancy in the name of the initial task orders between Attachment 2 and Attachments 5-7. Could the Government please clarify the correct names, place of performance, and level of effort estimate for each of the Initial Task Orders.

A: The following clarification and information is provided. The RFP will be amended accordingly:

Attachment 5: Task Order A, IPAWS Program Management, Business Operations, Acquisition and Property Management Support, Estimated Effort 6,820 hours, Firm Fixed Price.

Attachment 6: Task Order B, IPAWS Outreach Support, Estimated Effort 3,800 hour, Time and Materials.

Attachment 7: Task Order C, IPAWS Technical Support, Estimated Effort 6,200 hours, Firm Fixed Price.

Q34: If the president of a company has a Top Secret security clearance, is that sufficient to qualify to submit a proposal? If a proposed subcontractor to that company has a Top Secret Facility clearance, would the prime be eligible to submit a proposal?

A: No. Any contractor (prime or subcontractor) wishing to submit a proposal to provide Top Secret cleared personnel to work on tasks requiring clearances must also have a Top Secret Facility Clearance. A prime with a facility clearance may propose a subcontractor without a facility clearance if those personnel are to work on unclassified tasks. The underlying rule is that if cleared personnel are to be utilized on tasks requiring clearances, the company (prime or sub) that employs those cleared personnel must also have a facility clearance. The facility clearance is required in order to utilize cleared personnel to work on tasks requiring clearances.