1.1.3a DHS-FEMA OPO SOW 4652 DR NM SIRENS V-10.0.pdf

Department of Homeland Security (DHS)

June 2022 1

Federal Emergency Management Agency

STATEMENT OF WORK (SOW) FOR:

Emergency Siren Warning System New Mexico

DEPARTMENT OF HOMELAND SECURITY (DHS)

V-8.0 062922 (SOW)

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Statement of Work (SOW) For Emergency Siren Warning System New Mexico

1.0 GENERAL

1.1 BACKGROUND

On May 4, 2022, a major disaster declaration was approved for wildfires and straight-line winds to help New Mexico residents recover from the largest wildfire in the state’s history, burning nearly half a million acres. The disaster declaration covers individuals in five counties including: Colfax, Lincoln, Mora, San Miguel and Valencia counties, many which are faced with the technological challenges of being without cell reception and internet. Monsoonal weather now threatens burn scar areas with life threatening flash flooding and mudslides. Wildfires have had significant impact to all areas of communications including telephony, wireless, wireline and AM/FM/TV broadcasting communications infrastructure. Impacts to the communications infrastructure have severely hampered the state and local alert authority’s abilities to message impacted citizens located in burn scar areas and downstream of potential monsoonal flash flooding. The Monsoonal threat is a weather pattern that will continue to provide a daily risk through the currently forecasted end date of 30 September 2022. As the state continues to implement additional alternate and contingency measures, implementation of requested services will have the highest impact across the areas of concern to both state, local and federal personnel. This is a temporary measure to allow industry to continue improvements to all areas of communications.

1.2 SCOPE

The scope of this project includes the procurement, delivery, installation, instruction, maintenance, support, and removal of a fully functional, temporary, Emergency Siren Warning System. The functioning of this system is to be self-sufficient for power, stand-alone upon its own poles, and integrated with the local LMR network for activation.

The entire system is to be removed, upon FEMA’s direction, pending permanent system repair or monsoon seasonal flash flood debris threat subsiding.

1.3 OBJECTIVE

To rapidly provide a temporary emergency alert, notification and warning capability to wildfire impacted communities, whose pre-disaster alert systems, have been damaged or destroyed, and are now at risk of post-burn scar flash flooding and debris flows during the monsoon season.

1.4 APPLICABLE DOCUMENTS

1.4.1 COMPLIANCE DOCUMENTS

The specifications, standards, or guidelines for compliance to meet the requirements of this contract:

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Giant Voice/Tone Sirens 1 10 MOD6032B Omni-Directional Electronic Siren, 123dB @ 100ft/30m. Wood Pole Mount 2 80 UV400 UV 400-Watt Amp Assy

3 10 10 UVTD DIGITAL, 2-WAY, NO RADIO

4 10 4 10 Q-UV-ISAT2 UV SATELLITE UPGD KIT

5 10 10 DVSD Digital voice mini-SD card.

6 32 15500007A-02 Battery sealed AGM 105Ah (MK Battery 8A31)

7 10 PVS240W-24 SOLAR POWER OPTION, UV

8 10 10 FS-ISAT-SITE Satellite Activation Fee, charged per unit 9 10 9 10 SATPRO-RTU Annual Isat Data Pro RTU Service. per terminal

10 10 PBS-4 Push Button Station, 4 buttons.

Siren Control 11 1 COMMANDER1-S CommanderOne Standard, Annual Subscription 12 1 SFCD10 Commander Programming/Monitoring Software for 10 Sites. License is for up to 5 computers 13 1 FS-ISAT-SRVC Satellite Broadcast Activation Fee 14 1 SATPRO-BCAST Annual Isat Data Pro Broadcast Service Line 15 1 DVR Digital Recording Fee, Single Voice up to 10 messages

Install and Commissioning

16 10 TK-IO-CUSTINS Installation of Siren includes Class 2 poles. Rock drilling will be quoted at time of install if encountered

17 10 TK-IO-CUSTINS Removal of Siren - remove equipment and poles.

18 1 TK-IO-CUSTINS Commissioning of siren system

19 1 FREIGHT Z4 FREIGHT ZONE 4 - US GROUND ONLY

2.0 SPECIFIC REQUIREMENTS/TASKS

2.1 Procurement

2.1.1 The contractor is responsible for complete procurement. No other federal, state, or third-party entity shall procure the services requested. The contractor shall provide all equipment, supplies, tools, materials, repair parts, labor, transportation, and management oversight to perform the requirements under this contract.

2.2 Delivery

2.2.1 Delivery

The contractor is responsible for all delivery of equipment and services to the designated area identified by FEMA including transportation, unloading and setup as well as teardown and pickup upon project completion.

Contractor shall provide a delivery schedule.

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2.3 Installation

2.3.1 Contractor will provide all required materials for the installation including but not limited to required poles for mounting, weatherproofing of all systems, providing adequate shoring, wind stabilization mechanisms and guide wires, solar power requirements with sufficient battery bank. Contractor will verify all programming meets customer’s requirements and upon completion of installation, will test all systems to verify that all devices are fully operational. The sirens shall be linked into the State’s Land Mobile Radio System. Contractor will remove all installation trash and debris from site.

Location Siren Priority GPS Coordinates

Mora 1 35.97858 – 105.35295 Cleveland 2 35.994300 – 105.371383 Holman 3 36.055033 – 105.384318 Chacon 4 36.137493 – 105.369950 Ledoux 5 35.91954 – 105.35798 Pandaries 6 35.844616 – 105.396485 Guadalupita 7 36.123122 – 105.237742 Sapello 8 35.818048 – 105.297017 Buena Vista 9 35.914424 – 105.249726 Gallinas 10 35.679005 – 105.352826

No fewer than 2 locations to be installed per day.

2.4 Technical Assistance

2.4.1 Technical Assistances shall be available 24/7 for the duration of the operation of the system.

2.4.2 Orientation and user training will be provided, initially and upon request, for the duration of the system operations. 10 orientations are expected with the potential for additional as staffing requirements dictate.

2.4.3 Standard Operating Procedures will be developed and provided to the end users/operators of the system.

2.5 Maintenance

2.5.1 On-scene maintenance shall be available within 4hrs of request for assistance.

2.5.2 The Contractor will test all systems to verify that all devices are fully operational as for the duration of system operations.

2.5.3 The Contractor will provide 24/7 support, software patches, and hardware upgrades with no errors.

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2.5.4 The Contractor will verify that programming meets the minimum requirements as listed in 1.4.1.

2.6 Removal

2.6.1 Removal

End of service removal will be completed by the contractor. Removal of equipment from pole/tower used to secure siren system. Upon removal of siren, contractor will ground test unit prior to returning equipment to FEMA point of contact. This will include but not limited to siren, cables, attachments and supporting brackets, adapters/connectors, taking care not to damage system. Items to be palletized for shipping. Any state equipment provided shall be returned to the state representative. Upon completion of removal contractor will remove all trash and debris. Trash may be discarded using appropriate local refuse services off site.

• Poles are to be left in place as final disposition.

• Delivery location 120 South Federal Place, Santa Fe, NM, 87501

3.0 CONTRACTOR PERSONNEL

3.1. Qualified Personnel

The Contractor shall provide qualified personnel to perform all requirements specified in this SOW.

3.2 Continuity of Support

The Contractor shall ensure that the contractually required level of support for this requirement is maintained 24/7.

3.3 Key Personnel

Before replacing any individual designated as Key by the Government, the Contractor shall notify the Contracting Officer no less than 15 business days in advance, submit written justification for replacement, and provide the name and qualifications of any proposed substitute(s). All proposed substitutes shall possess qualifications equal to or superior to those of the Key person being replaced, unless otherwise approved by the Contracting Officer. The Contractor shall not replace Key Contractor personnel without approval from the Contracting Officer. The following Contractor personnel are designated as Key for this requirement.

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3.3.1 CONTRACTOR KEY PERSONNEL SHALL NOT BE ASSIGNED BY THE CONTRACTOR TO MORE

THAN ONE KEY POSITION FOR THIS REQUIREMENT.

3.4 Project Manager

The Contractor shall provide a Project Manager who shall be responsible for all Contractor work performed under this SOW. The Project Manager shall be a single point of contact for the Contracting Officer and the COR. It is anticipated that the Project Manager shall be one of the senior level employees provided by the Contractor for this work effort. The name of the Project Manager, and the name(s) of any alternate(s) who shall act for the Contractor in the absence of the Project Manager, shall be provided to the Government as part of the Contractor's proposal. The Project Manager is further designated as Key by the Government. During any absence of the Project Manager, only one alternate shall have full authority to act for the Contractor on all matters relating to work performed under this contract. The Project Manager and all designated alternates shall be able to read, write, speak, and understand English. Additionally, the Contractor shall not replace the Project Manager without prior approval from the Contracting Officer.

3.4.1 THE PROJECT MANAGER SHALL BE AVAILABLE TO THE COR VIA TELEPHONE BETWEEN THE HOURS OF 0600 AND 2400 MDT, MONDAY THROUGH FRIDAY, AND SHALL RESPOND TO A REQUEST FOR

DISCUSSION OR RESOLUTION OF TECHNICAL PROBLEMS WITHIN 24 HOURS OF NOTIFICATION.

3.5 EMPLOYEE IDENTIFICATION

3.5.1 CONTRACTOR EMPLOYEES VISITING GOVERNMENT FACILITIES SHALL WEAR AN IDENTIFICATION BADGE THAT, AT A MINIMUM, DISPLAYS THE CONTRACTOR’S NAME, THE EMPLOYEE’S PHOTO, NAME, CLEARANCE-LEVEL AND BADGE EXPIRATION DATE.

Visiting Contractor employees shall comply with all Government escort rules and requirements. All Contractor employees shall identify themselves as Contractors when their status is not readily apparent and always display all identification and visitor badges in plain view above the waist.

3.5.2 ALL CONTRACTOR EMPLOYEES SHALL IDENTIFY THEMSELVES AS CONTRACTORS WHEN THEIR STATUS IS NOT READILY APPARENT (IN MEETINGS, WHEN ANSWERING GOVERNMENT TELEPHONES, IN

E-MAIL MESSAGES, ETC.)

3.6 Employee Conduct

Contractor’s employees shall comply with all applicable Government regulations, policies, and procedures (e.g., fire, safety, sanitation, environmental protection, security, “off limits” areas, and possession of weapons) when visiting or working at Government facilities. The Contractor shall ensure Contractor employees always present a professional appearance and that their conduct shall not reflect discredit on the United States or the Department of Homeland Security. The Project Manager shall ensure Contractor employees understand and abide by Department of Homeland Security established rules, regulations and policies concerning safety and security.

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3.7 Removing Employees for Misconduct or Security Reasons

The Government may, at its sole discretion (via the Contracting Officer*), direct the Contractor to remove any Contractor employee from facilities for misconduct or security reasons. Removal does not relieve the Contractor of the responsibility to continue providing the services required under the contract. The Contracting Officer will provide the Contractor with a written explanation to support any request to remove an employee.

4.0 Security

Contractor access to classified information is not currently required under this SOW.

4.1 Period of Performance

Vendor shall produce all necessary supplies in New Mexico within 3 days of post award conference. Installation to be completed within 8 days of post award conference. System shall be fully operational within 10 days of post award conference. Removal of installed equipment and delivery to FEMA shall occur when directed by FEMA and no later than (30) days after notification. Currently the end date of the Monsoon Season is estimated to be September 30, 2022.

4.2 Place of Performance

The place of performance will be up to (10) individual sites as determined by and in conjunction with the State in areas in and around the State of New Mexico.

Location Siren Priority GPS Coordinates

Mora 1 35.97858 – 105.35295 Cleveland 2 35.994300 – 105.371383 Holman 3 36.055033 – 105.384318 Chacon 4 36.137493 – 105.369950 Ledoux 5 35.91954 – 105.35798 Pandaries 6 35.844616 – 105.396485 Guadalupita 7 36.123122 – 105.237742 Sapello 8 35.818048 – 105.297017 Buena Vista 9 35.914424 – 105.249726 Gallinas 10 35.679005 – 105.352826

4.3 Hours of Operation

Work hours shall be 7 days a week until complete, over time, weekend and holiday work is approved

4.4 Post Award Conference

The Contractor shall attend a Post Award Conference with the Contracting Officer and the COR no later than (2) business days after the date of award. The purpose of the Post Award Conference, which will be chaired by the

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Contracting Officer, is to discuss technical and contracting objectives of this contract and review the Contractor's draft project plan. The Post Award Conference will be held at the Government’s facility, located at 120 S. Federal Plaza, Santa Fe, NM, 87501 or via teleconference.

4.5 Business Continuity Plan

The Contractor shall prepare and submit a Business Continuity Plan (BCP) to the Government. The BCP shall document Contractor plans and procedures to maintain support during an emergency, including natural disasters and acts of terrorism. The BCP, at a minimum, shall include the following:

A description of the Contractor’s emergency management procedures and policy

A description of how the Contractor will account for their employees during an emergency

How the Contractor will communicate with the Government during emergencies

A list of primary and alternate Contractor points of contact, each with primary and alternate:

o Telephone numbers o E-mail addresses

4.5.1 INDIVIDUAL BCPS SHALL BE ACTIVATED IMMEDIATELY AFTER DETERMINING THAT AN

EMERGENCY HAS OCCURRED AND SHALL BE SUSTAINABLE UNTIL THE EMERGENCY SITUATION IS

RESOLVED AND NORMAL CONDITIONS ARE RESTORED OR THE CONTRACT IS TERMINATED, WHICHEVER

COMES FIRST.

In case of a life-threatening emergency, the COR shall immediately contact the Contractor Project Manager to ascertain the status of any Contractor personnel who were in the space affected by the emergency. When any disruption of normal, daily operations occurs, the Contractor Project Manager and the COR shall promptly open an effective means of communication and verify:

Key points of contact (Government and contractor)

Temporary work locations (alternate office spaces, telework, virtual offices, etc.)

Means of communication available under the circumstances (e.g., email, webmail, telephone, FAX, courier, etc.)

Essential Contractor work products expected to be continued, by priority

4.5.2 THE GOVERNMENT AND CONTRACTOR PROJECT MANAGER SHALL MAKE USE OF THE

RESOURCES AND TOOLS AVAILABLE TO CONTINUE CONTRACTED FUNCTIONS TO THE MAXIMUM EXTENT

POSSIBLE UNDER EMERGENCY CIRCUMSTANCES.

Contractors shall obtain approval from the Contracting Officer prior to incurring costs over and above those allowed for under the terms of this contract. Regardless of contract type, and of work location, Contractors performing work

Learn more at fema.gov June 2021 9 in support of authorized tasks within the scope of their contract shall charge those hours accurately in accordance with the terms of this contract.

4.6 Progress Reports

The Project Manager shall provide a weekly progress report to the Contracting Officer and COR via electronic mail.

This report shall include a summary of all Contractor work performed, including a breakdown of labor hours by labor category, all direct costs by line item, an assessment of technical progress, schedule status, any travel conducted and any Contractor concerns or recommendations for the previous reporting period.

4.7 Progress Meetings

The Project Manager shall be available to meet with the COR upon request to present deliverables, discuss progress, exchange information, and resolve emergent technical problems and issues. These meetings may take place via teleconference.

4.8 General Report Requirements

The Contractor shall provide all written reports in electronic format with read/write capability using applications that are compatible with workstations (Windows XP and Microsoft Office Applications).

4.9 Section 508 Compliance

Pursuant to Section 508 of the Rehabilitation Act of 1973 (29 U.S.C. 794d) as amended by P.L. 105-220 under Title IV (Rehabilitation Act Amendments of 1998) all Electronic and Information Technology (EIT) developed, procured, maintained and/or used under this contract shall be in compliance with the “Electronic and Information Technology Accessibility Standards” set forth by the Architectural and Transportation Barriers Compliance Board (also referred to as the “Access Board”) in 36 CFR Part 1194. The complete text of Section 508 Standards can be accessed at http://www.access-board.gov/ or at http://www.section508.gov.

5.0 Government Terms & Definitions

5.1 COR – Contracting Officer’s Representative

5.2 DHS - Department of Homeland Security

5.3 SOW – Statement of Work

5.4 FEMA – Federal Emergency Management Agency

5.5 CFR – Code of Federal Regulations

5.6 BCP – Business Continuity Plan

6.0 Government Furnished Resources

The Government will not furnish any resources to the Contractor in support of this contract.

http://www.access-board.gov/ http://www.section508.gov/

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7.0 Contractor Furnished Property

Provide equipment and services as described in Section 1.4.1

8.0 Government Acceptance Period

The COR will review deliverables prior to acceptance and provide the contractor with an e-mail that provides documented reasons for non-acceptance. If the deliverable is acceptable, the COR will send an e-mail to the Contractor notifying it that the deliverable has been accepted.

8.1 The COR will have the right to reject or require correction of any deficiencies found in the deliverables that are contrary to the information contained in the Contractor’s accepted proposal.

In the event of a rejected deliverable, the Contractor will be notified in writing by the COR of the specific reasons for rejection. The Contractor may have an opportunity to correct the rejected deliverable and return it per delivery instructions.

8.2 All other review times and schedules for deliverables shall be agreed upon by the parties based on the final approved Project Plan.

The Contractor shall be responsible for timely delivery to Government personnel in the agreed upon review chain, at each stage of the review. The Contractor shall work with personnel reviewing the deliverables to assure that the established schedule is maintained.