Final questions and answers.xlsx
XLSX spreadsheet 26 KB Posted
- Solicitation number
- INDUSTRYDAY2011
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Questions from Industry Day.
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Other files
| File | Type | Posted |
|---|---|---|
| DAIP Industry Day Briefing_v10.pptx | PPTX presentation | |
| DAIP Questions and Responseess.pdf | ||
| QA DAIP 7512.pdf | ||
| Questions for Solicitation - 1.docx | DOCX document | |
| DAIP PMO SOO_6 26 12.docx | DOCX document | |
| Final DAIP_Industry_Day_Flyer | — |
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Sheet1
| Industry Day July 18, 2012 Questions and Answers | ||||
| Number | Question | Answer | Rebuttal | Clarification |
| 1 | Question: Will the Industry Day event be webcast so that those not able to travel can still participate in the event? | Response: No |
| 2 | Will a Solicitation/Request for Proposal be issued for this program? | Yes, in the future, after Industry Day - date to be determined |
| 3 | Will single resource contractors (one person companies) be considered for contract award? | Yes, as part of a larger teaming agreement to address all functional areas of the requirement. |
| 4 | What is the estimated percentage of work that will be performed onsite, and what amount can be done virtually? | Not determined at this time. Current contract has all contract resources located on government site in Winchester, VA. |
| 5 | How will the Industry Day be structured? Will it be FEMA presentations or will the attendees have booths where other attendees and FEMA representatives can visit with them? | The meeting will be in an auditorium with stadium-style seating. FEMA will provide an opportunity for vendors to network; no tables/booths will be available. |
| 6 | Is Disaster Assistance Improvement Program (DAIP) a new requirement? | |
| Disaster Assistance Improvement Program (DAIP) is not a new requirement. |
| 7 | Who are the incumbents? | |
| Currently, BAE Systems is the prime contractor who subs with Booz Allen, URS (Apptis), Eye Street, Lever Group, and WRC Associates. | ||
| 8 | Will the government be providing detailed background information on the current technical environment (applications, tools, etc.) which support the eight functional areas in advance of the issuance of an Request for Proposal so that non-incumbent contractors will have the opportunity to respond to the Statement of Objective comprehensively? | Yes, the government will provide detailed background information regarding the requirement and each function categories will be discussed. This information is in the slide deck that was presented during Industry Day. |
| 9 | Regarding the IT infrastructure, what is the current financial management system run on (application) also LIMS. What reporting tool are being utilized? | The current financial management system is Integrated Financial Management Information System (IFMIS) which has no integrated reporting system. |
| 10 | Does DAIP still have large surge capacity requirement of 750,000 concurrent uses? | Yes. The surge capacity requirement is to be able to host 500,000 registrants and 250,000 applicant inquiries simultaneously. |
| 11 | Is this a single award or multiple award? | Government anticipates a single award. Contractors should submit final proposals with teaming agreements in place. |
| 12 | What contract vehicle will you use? | Government anticipates an IDIQ. A specific strategic sourcing vehicle has not yet been identified. |
| 13 | Will there be a small business set aside? | No. |
| 14 | Will the contract be split into functional areas? | A single all inclusive contract award. |
| 15 | What type of contract will this be? CPFF? T&M? | The government anticipates the type will be an IDIQ. |
| 16 | What is your overall acquisition strategy? | Overall acquisitions strategy is to utilize a strategic sourcing vehicle if an appropriate one is available otherwise it will be "Full and Open". |
| 17 | What is your timeline for the RFP, award to start of work? | Government anticipates the publication of a draft RFP within approximately the next 30 days, and award of contract around February 2013 with commencement of contract around April 2013. |
| 18 | Will the pending solicitation be released as a "Full and Open"? | Overall acquisitions strategy is to utilize a strategic sourcing vehicle if an appropriate one is available otherwise it will be "Full and Open". |
| 19 | Can you provide any additional details on the call center requirements? (examples, number of agents, network on connectivity requirements?) | There is no call center requirement for this solicitation. |
| 20 | Stafford Act: The company within the disaster area, for the contract award; do you require just an office address, tax ID, or do they have to be headquartered in the affected zone? | This acquisitions is a national contract. The Stafford Act is not applicable. |
| 21 | When it is time to increase staffing levels and personnel to respond to online DAIP special projects , does this program receive disaster funds or does the program office remain constant? | Government anticipates should the need arise, the program could be eligible to receive adidtional disaster funds to meet the nation's needs. |
| 22 | Will this contract include ODCs for COTs hardware and software, or are they acquired by other means? | ODCs will be for materials and travel only. Equipment and software are budgeted items. |
| 23 | Is this procurement a bundling of multiple current efforts making it a new requirement? Or is this simply a recomplete of the current effort in its entirety? | This requirement is a re-compete of the current effort in its entirety. |
| 24 | Will there be small business goals? | Yes. |
| 25 | Who is currently managing the commercial data center? Please describe data migration efforts to be included in this procurement? | HP manages the commercial data center as well as the government data center. Data migration is anticipated to be complete prior to award of the contract. |
| 26 | Does the government intend to issue this solicitation as a stand alone RFP or will this be issued under an existing strategic sourcing technical for FEMA? | Overall acquisitions strategy is to utilize a strategic sourcing vehicle if an appropriate one is available otherwise it will be "Full and Open". |
| 27 | Given the expressed desire by the government to have contractor with DAIP experience, will the government consider only incumbent contractors for the prime award or will hiring of incumbent personnel by a non-incumbent be an acceptable approach? | The government did not experss a desire to have only contractors with DAIP experience. This requirement is not limited to only incumbent contractors. The hiring of incumbent personnel by a non-incumbent is an acceptable approach. |
| 28 | What is the current level of effort being provided the DAIP (PMO) by the current contracting team? | Currently, DAIP has 20 contracting staff providing full time support across the eight functional areas. |
| 29 | What is the accepted level of effort to support the DAIP PMO for the next period of performance? | The government does not anticipates the level of effort to change. |
| 30 | What is the role of the DAIP in the distribution of funds during a natural disaster? | DAIP has no role in the distribution of funds. |
| 31 | What specific requirements are coming out regarding improving mobile and SMS text message capabilities and when will they be released? | SMS text messaging is an ongoing project. The project is scoped to create text messaging alerts to notify survivors of changes in the status of their applications. In terms of mobile development, every new project is taking mobile optimization into considerations. |
| 32 | What current vehicle do you plan to leverage for the DAIP mobile requirements? | A specific strategic sourcing vehicle has not yet been identified. |
| 33 | Will there be any conflicts of a DAIP contract award and any follow on awards for recompletes of EADIS, COMMIT, or SETA contracts? | No. |
| 34 | Will there be any research to determine the possibility of making this a small business set-aside? | No. |
| 35 | What is the reasoning behind the recompete of this work? Are you unhappy with the incumbent. | The contract's period of performance is coming to an end. The government has experienced no negative performance issues with the incumbent. |
| 36 | How many people are currently onsite vs. working form contractor offices under the current contractor? | All contractors are on site. |
| 37 | Can the government provide a list of task orders issued under the BAE contract. | This is attainable through FOIA request. |
| 38 | What is the importance of the "fraud, waste and abuse" component of DAIP? What activates are currently performed to reduce fraud, waste and abuse associated with DAIP applications? | DAIP always strives to mitigate fraud, waste and abuse through its projects. Current efforts to create a federated application will continue to look for new innovations to reduce fraud, waste and abuse. |
| Questions Answered Post Industry Day | ||
| 39 | Are you looking to bring on any 8a/SDVDSB to perform this work? | This requirement is for large business. |
| 40 | Are the requirements much different than the support BAE is currently providing? | Not significantly. The incumbent does not currently perform website management. |
| 41 | Will the government consider previously competed contract vehicles such as GSA Alliant, Schedule 70 or MOBIS? | Yes, the government may consider previously competed contract vehicles. |
| 42 | Will the request for proposal be one for all of the program areas or will they be separated out for different contractor to bid? | This will be a single contract award to cover all eight functional areas. Contractors should coordinate teaming agreements prior to submitting final proposals for this acquisition. |
| 43 | It is listed that DAIP is collocated in Winchester, VA. Will the majority of the work be there or in DC? | The Program is run out of FEMA's Disaster Operations Center (DOC) building in Winchester, VA. All contractors work from this location. |
| 44 | It was mentioned about using local small businesses for Recovery assistance. Will there also be a small business component for any work in the PMO not involved directly with a disaster? | There is a not a small business set aside for this procurement. Contractors should coordinate teaming agreements prior to submitting final proposals for this acquisition. |
| 45 | Which Program functional category addresses, or has responsibility for, fraud, waste and abuse prevention, identification, or referral for investigation? | No particular functional area has responsibility for fraud, waste and abuse prevention or identification. DAIP always strives to mitigate fraud, waste and abuse through all projects. Current efforts to create a federated application will continue to look for new innovations to reduce fraud, waste and abuse. |
| 46 | To what extent are you looking at new technologies and the integration of open source content management, web technologies, mobile and social media into a comprehensive digital strategy as it has been described by the Federal CIO, Mr. VanRoekel? | DAIP is currently in the process of migrating the front end of DisasterAssistance.gov onto a Drupal Open Source content management system. The Program is in the very early stages of the process of evaluating other technologies, mobile and social media to develop a comprehensive digital strategy for DAIP. |
| 47 | To what extent are you moving to Agile software development techniques and best practices including acquisitions and program management that drive and support Agile development? | DAIP has begun to use some Agile development techniques in preparing the last two software releases for DisasterAssistance.gov, but most development primarily follows a waterfall development methodology. |
| 48 | To increase the transparency of your program, please provide a list of your current incumbent contractors and their respective roles on the program. | Prime: BAE Systems |
Subs: URS--Program Management, Financial Management, Technical Management, Administration and Logistics Booz Allen--Performance Management, Relationship Management Eyestreet--Technical Management Lever Group--Finanicial Management WRC Associates--Relationship Management
| 49 | Could FEMA consider issuing this solicitation as a small business set-aside? If "yes," will FEMA issue and RFI to gauge small business interest and capability? If "no," what would be the reasons for not considering the small busienss set-aside option? | No. The estimated dollar value superceds the threshold for a small business set-aside. |
| 50 | What percentage of program performance will be required to be performed by small business? | The goals will be advertised in the solicitation. |
| 51 | Please clarify the current and future relationship between this DAIP support contract and existing contracts: |
FEMA COMMIT
FEMA SETA
| FEMA EADIS | DAIP as a Program is supported by contractors working under each of these contract vehicles. The DAIP ISSO was sourced through the FEMA SETA contract, and all DAIP back-end development is provided through the FEMA EADIS contract. These relationships are expected to continue unchanged in the future. | ||
| 52 | What is the $ value and level of effort associated with the current contract? How many full time resources are used by contractors? | The dollar value of the current contract can be obtained through a FOIA request. The contract is currently supported by approximately 20 full-time contract FTE. | |
| 53 | What s the anticipated award type? (i.e., small business set aside, full and open, etc.) | Anticipated award type is a strategic sourcing vehicle if an appropriate one is available otherwise it will be "Full and Open". | |
| 54 | If full and open award type, does FEMA have a small business requirement (i.e., % of work to be given to small business)? | The goals will be identified in solicitation. | |
| 55 | What type of assistance is available for application through the DAIP online portal? (What specific types of assistance within Individual Assistance?) | The following forms of assistance have online application: Business Disaster Loans, Disaster Recovery Center (DRC) / DRC Locator, FEMA Housing Portal, Food for Florida, Home and Property Disaster Loans, Individuals and Households Program - Housing Assistance, Individuals and Households Program - Other Needs Assistance, Social Security Administration (SSA) Change of Address, Federal Student Aid Loan and Grant Data. | |
| 56 | What is the currect capacity of DisasterAssistance.gov? How many concurrent users can use the application at the same time? | The current capacity of DisasterAssistance.gov is estimated at 15,000 concurrent users. Load testing to confirm this estimate is planned for the near future. Our goal is to be able to surge capacity in a major event to accommodate 750,000 concurrent users between registration intake and account inquiry (500,000 and 250,000 respectively). | |
| 57 | What current metrics are tracked and reported on within the performance measurement component of the PMO? How were these metrics developed? In coordination with who? | The current metrics that are tracked and reported on within performance management correspond to the Program's Strategic Plan goals and objectives and were developed by the current PMO. These performance measures are being updated along with the strategic plan, but historic metrics can be found on the Federal IT Dashboard (itdashboard.gov). | |
| 58 | How are special projects funded? Is funding built into the budget on the front end, or are these projects funded as they arise? | Every special project is evaluated for funding separately. The Program has a sizeable allocation of funding for development projects, so it is possible that a special project could be funded through the existing annual budget. However, the Program may also receive additional Disaster Relief Fund (DRF) monies to complete a special project. Source of special project funding is decided in conjunction with Recovery Directorate leadership. | |
| 59 | Help me to understand the process associated with the task orders procedures with companies selected for this requirement. Example: Under the task order concept, if a company makes the list, how do you assign task orders to companies who are on the list for an immediate response scenario? Is there a bid process or is the opportunity awarded to the company who is on the contract? | The requirement will result in a single contract award. Contractor companies should enter into teaming agreements prior to submitting their final proposals. There will be no task orders issued or bidding process for work beyond the contract award. The opportunity in total will be award to the companies teamed on the selected proposal to support the contract. | |
| 60 | Do issues and questions relating to the transition from temporary to permanent housing come under DAIP relationship management? | No. Everything related to transition from temporary to permanent housing is handled by another group within the National Processing Service Center (NPSC). | |
| 61 | Did the Alternative Housing Pilot Program (AHPP) following Katrina come under DAIP technical management? | No. | |
| 62 | Please explain again why the Gulf Oil Spill fell outside of FEMA's jurisdiction and explain the criteria for FEMA involvement--i.e., what event apply and which don't. | FEMA has the responsibility for coordinating government-wide relief efforts for all disasters that fall under the Stafford Act of 1988. A disaster declaration for assistance must be made by the President of the United States before a disaster can be supported by FEMA, and a disaster must be designated for individual assistance before a survivor can apply for assistance through DisasterAssistance.gov. The Gulf Coast Oil Spill (GCOS) was a man-made rather than natural disaster, and as such, was not subject to disaster relief by the Federal government. Instead, the responsible oil companies were held accountable for assisting survivors of this event. It was at the direct request by the President that DAIP got involved and hosted information on where survivors of this event could get assistance. | |
| 63 | The SOO Part IV objectives lists objectives B1, B2, D2 that require numerous examples. Does this refer to the expected RFP? | Yes. | |
| 64 | Your scheduled 2-hour break is way too long for busy contractors, especially since you're going to post the Q&A on FBO anyhow. Recommend a 30-minute break, answer some questions, then adjourn at lunch time. Most of us start our days early, so start earlier and finish before lunch. | ||
| 65 | Will the contract be IDIQ? If so, how much will the contract be for and over what duration? | ||
| 66 | Is the current contract/program performance data available for review? | Program performance data can be viewed on the Federal IT Dashboard (itdashboard.gov). | |
| 67 | Will there be a focus to award contracts to DBE and/or local (please define for DAIP) and/or small business. | TBD | |
| 68 | Has a procurement strategy been decided? | Government preference is to award using an existing strategic sourcing vehicle, if an appropriate vehicle is available. Otherwise the requirement will be issued for full and open competition. | |
| 69 | If full and open competition, how will small businesses be included? | Small business goals will be identified in the solicitation | |
| 70 | What is the timeframe for procurement? | Early 2013 | |
| 71 | Do you have an acquisisitons strategy? What contract vehicle has been identified? When is the draft RFP release date? When is the RFP release date? When is the award date? | Yes. Currently, IDIQ. The draft release has not been determined. The RFP date has not been determined. | |
| 72 | Do you have small business goals or requirements? | The goals will be identified in solicitation | |
| 73 | Will this be a single award? What is the estimated dollar value? How will participation on this program affect others such as EADIS? In other words, would DAIP participation cause potential OCI on EADIS? | This will be a single contract award. The estimated dollar value of the contract is expected to be consistent with the current contract, which can requested through FOIA. Participation in DAIP will not cause potential OCI on EADIS or other existing contracts within FEMA. | |
| 74 | What is the dollar value/size and number of years expected for the new solicitation? | The estimated dollar value of the contract is expected to be consistent with the current contract, which can requested through FOIA. The contract will run for 1 base year plus four one-year options. | |
| 75 | Will the new solicitation be a full and open competition or 8(a) small business led? | The new soliciation will be either under a strategic sourcing vehicle or full and open competition. This is not a small business set aside. | |
| 76 | Will there be a field (non-DC) component requirement to this program (for example, for any training, planning, or exercising)? | There is not a field component requirement to this program. | |
| 77 | What is the small business participation strategy? | The contract will be awarded to a large company. Small businesses are to team with a large business who will be the prime contractor for the requirement. | |
| 78 | What is the current value of the contract? | The estimated dollar value of the contract is expected to be consistent with the current contract, which can requested through FOIA. | |
| 79 | Section VI of the SOO, Objective B1 and B2: can you provide examples of the tools and techniques and would they be evaluated equally? | Current examples of tools and techniques that support the work product is complete include project documentation, project schedules, project roadmaps, strategic plans, performance metrics and measures, etc. Certifications that support subject matter expertise could include Project Management Professional (PMP), Change Management Certification, technical certifications, facilitation certifications, etc. Evaluation criteria and weights have not yet been determined, but it is expected that these would be evaluated equally. | |
| 80 | What part of FEMA is responsible for conducting the performance management-based useability studies and customer satisfaction surveys? | Usability studies to date have been conducted by contract resources within FEMA's Office of External Affairs. The Customer Satisfaction Analysis unit within the Texas NPSC conducts phone surveys with recent disaster survivors who have used DisasterAssistance.gov, and an electronic survey is offered to survivors who access their account on DisasterAssistance.gov post-registration. The phone survey and electronic surveys measure different areas of the DisasterAssistance.gov experience. | |
| 81 | In what fiscal year do you expect to isse the RFP? | The final RFP is expected to be published in FY2013. | |
| 82 | Will the DAIP PMO be awarded as a single or multiple award? | This requirement will result in a single award. | |
| 83 | Are there significant areas of improvement that DAIP is looking for in the recompeted program? | This re-compete is a result of the current contract ending rather than performance issues with the incumbent contractors. The same high level of service the program currently receives is desired under this requirement. | |
| 84 | Will there be an eLearning (LMS) element of DAIP included within the statement of Objectives as a requirement? LMS = Learning Management System | No. | |
| 85 | Is this a FFP, T&M, or other acquisition? | The final type of acquisition has not yet been determined. | |
| 86 | What current FTE/level of effort is required to support DAIP? Will that increase or decrease? | The current PMO has approximately 20 contractors providing full-time support. This level of support is expected to remain constant over the period of performance for this requirement, but is subject to change based upon disaster activity or special project needs. | |
| 87 | Is this expected to be a GSA contract? | The contract vehicle has not yet been determined. A GSA contract vehicle is a possibility. | |
| 88 | How many anticipated awards? | One. | |
| 89 | Will bidders need to bid on all sections of the RFP? | Yes. Contractors should enter into teaming agreements prior to submitting final proposals so that all sections of the RFP are being met. | |
| 90 | Is there a small business requirement (and if so, what NAICS code would be in efffect)? | No. | |
| 91 | What is the anticipated value of this contract? | The estimated dollar value of the contract is expected to be consistent with the current contract, which can requested through FOIA. | |
| 92 | What was the value of the BAE systems contract? | The value of the BAE Systems contract can be requested through FOIA. | |
| 93 | Are there any new requirements anticipated under this procurement that are not being covered under the BAE systems contract? | The only requirement that is not being covered under the BAE systems contract is website management, as that is an emerging need for the PMO based on the evolution of the DisasterAssistance.gov web portal. | |
| 94 | How many people are currently onsite working from contractor offices under the BAE Systems contract? | Approximately 20 full-time FTE are currently onsite. | |
| 95 | Can the government provide a list of task orders issued under the BAE contract? | Available through FOIA request. | |
| 96 | Was the BAE Systems contract competitively bid? | Yes. | |
| 97 | Who is currently managing the data center migration from Plano? | Data center migration is being handled through FEMA's IT directorate with input from DAIP. | |
| 98 | Will this come out as a 100% small business set-aside? If not, what would be the percentage of small business subcontracting? | This is not a 100% small business set-aside and there is no percentage at this time. | |
| 99 | How many FTE's currently work in each program functional area? | Current resources do not necessarily map one-for-one against the eight functional program areas. The approximate breakdown of work across the functional areas is approximately as follows: |
Program & Project Management = 100% Technical Management = 55% Web Management = 5% Financial Management = 15% Relationship Management = 15% Performance management = 5% Administration and Logistics = 5% Special Projects = As needed
| 100 | What is your biggest challenge or focus area in the Relationship functional area? | Collecting and executing partner funding. |
| 101 | What will the approximated small business requirements be for this acquisition? | This will be advertised in the solicitation. |
| 102 | What are the technical, administrative or funding issues that were encountered with automating the original 6 forms and any subsequently? | Each of the original intergration efforts presented its own set of challenges. The program is now focused on creating a standard integration with DisasterAssistance.gov using common architectures and technology solutions to share data with DAIP's partners. This is the federated application initiative referred to in the briefing. |
| 103 | What is the program funding for FY12/FY13 for DAIP? | Disaster funding from FEMA and DAIP partner funding contributions constitute DAIP's annual budget. |
| 104 | Currently the contract is time and materials (T&M), is there a plan to change the type of contract? | Yes. The contract will most likely be FFP or CPAF. |
| 105 | What's the Government estimated range for value of the contract? Over what term of contract will total dollars awarded? | The estimated dollar value of the contract is expected to be consistent with the current contract, which can requested through FOIA. The term of the contract will be one base year plus 4 one-year options. |
| 106 | Is business process re-engineering as it related to improving the program's themselves part of the scope of this contract (i.e., synergize eligibility and types of program assistance across agencies and programs)? | No. |
| 107 | Is FEMA looking to create interfaces with private sector insurance databases and other damage assistance information providers? | Yes, this is already in progress. |
| 108 | The DAIP SharePoint Karole mentioned - is that hosted internally on FEMA's Enterprise Shared Warehouse (ESW)? | DAIP's SharePoint is hosted internally, but is not part of the ESW effort. |
| 109 | Who is the incumbent PM contractor for DAIP PMO? | Currently, BAE Systems is the prime contractor who subs with Booz Allen, URS (Apptis), Eye Street, Lever Group, and WRC Associates. |
| 110 | Is the winning contractor expected to physically occupy the DAIP sites outside of the National Capitol Region (NCR)? | The place of performance is Winchester, VA. |
| 111 | Are there any other acquisition vehicles being considered? | Yes. |
| 112 | Would FEMA use DHS' EAGLE II (if awarded)? | Yes. |
| 113 | How many contractors are currently supporting the program today? At what locations? Virtually? | Approximately 20 full-time contractor FTE support the program today at the Program's offices in Winchester, VA. |
| 114 | Will all contractors require a clearance? | All contractors will require a successfully adjudicated FEMA background clearance. |
| 115 | Will examples of existing documentation used in the execution of the project be made available on a SharePoint site furing or prior to the proposal phase? | No. |
| 116 | Will site visits to the point of project execution be permitted? | No. |
| 117 | ||
| 118 | ||
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