1.1.4 - LOG PSS PWS - 03.03 - DRAFT.pdf

Updated 6/8/16

Federal Emergency Management Agency

PERFORMANCE WORK STATEMENT (PWS)

FOR

Logistics Operations Program Support Services

Ralph La Rosa, Contracting Officer

PROCUREMENT SENSITIVE INFORMATION

This document contains non‐public information intended for use on a need‐to‐know basis within FEMA only.

Please protect this document as procurement sensitive and handle accordingly.

DEPARTMENT OF HOMELAND SECURITY (DHS)

DRAFT

1.0 GENERAL

1.1 INTRODUCTION

The Logistics Management Directorate (LMD) is procuring professional management and administrative support to the Logistics Operations Division and Office of Business, Industry, and Infrastructure. The government intends to contract for these services utilizing a bridge contract to support FEMA Headquarters, LMD.

1.2 MISSION

The mission of LMD is to effectively plan, manage and sustain national logistics response and recovery operations, in support of domestic emergencies and special events, acting as the National Logistics Coordinator (NLC) or Single Logistics Integrator for domestic incident support.

1.3 BACKGROUND

The Logistics Management Directorate office includes Logistics Systems, Logistics Operations Division, Distribution Management, and Incident Management Support Service. A critical task of FEMA Logistics Management Directorate (LMD) is to ensure delivery of the right resources, at the right place, and at the right time to support state, local, tribal governments, and territories.

LMD’s logistical capacity, flexibility, and resiliency to ensure the ability to respond promptly to disasters in times of high demand for logistics services. FEMA’s designation as challenge to LMD’s finite command and control personnel resources FEMA requires Contractor professional management and administrative support staff to meet mission requirements.

A challenge to LMD’s finite command and control personnel resources. On March 19, Former President Donald Trump named the Federal Emergency Management Agency (FEMA) as the lead agency in the COVID-19 emergency response efforts. LMD has been heavily involved in the response to the National health crisis. which placed a strain on personnel resources needed to complete its mission. Augmenting with Contractor professional management and administrative support will increase LMD’s logistical capacity, flexibility, and resiliency to ensure the ability to respond promptly to disasters in times of high demand for logistics services.

1.4 SCOPE

The scope of this effort is to provide supplemental professional management and administrative support of FEMA’s Logistics Operations Division (LOD). The Contractor shall provide all necessary support services to meet the tasks and deliverables in the following functional project areas:

SharePoint Database Development and Mangement Records Management Program Management Administrative Support Acquisition and Procurement

1.5 OBJECTIVE

The contractor shall provide subject matter expertise management and professional services to analyze the FEMA environment. The contractor shall analyze and assess how to capitalize on the organization’s experiences to date and position the organization to develop a plan and supporting documentation to inform an innovative approach.

1.5 PERFORMANCE REQUIREMENTS SUMMARY.

This contract includes a Performance Requirements Summary (PRS) at PWS 10.0. The PRS plays an integral role in the administration of the contract. In addition to any applicable inspection clauses or other related terms and conditions contained in the contract, the PRS shall serve as a primary tool for inspection and acceptance of services as facilitated by the Contracting Officer’s Representative (COR). Evaluation of the Contractor’s overall performance shall be in accordance with the performance standards set forth in the PRS, and will be conducted by the COR. The PRS constitutes a material aspect of the contract and will not be changed or otherwise modified without prior written approval of the Contracting Officer.

2.0 SPECIFIC REQUIREMENTS/TASKS

The contractor shall develop recommendations for a LOD SharePoint Site Project (front facing and enterprise shared workspace pages). The contractor shall provide the government with an assessment of the current state of the LOD SharePoint site and develop the planning of the project which shall include the implementation plan of the SharePoint Project. This plan should include the recommendations, requirements, guidances, wire diagrams, estimated timelines with critical paths, training and guidance plans, change management, etc that plans the implementation of the items listed below under the SharePoint Project. The contractor shall, through the COR, coordinate with and provide report recommendations and other supporting documentation to the LOD SharePoint IPT for their review, commentary, and approval. .

The contractor shall develop the LOD Database Plan that includes the plans for initial planning and implementation for all the items below that are listed under the Database Development and Management. . This plan should include the recommendations, requirements, guidances, wire diagrams, estimated timelines with critical paths, training and guidance plans, change management, etc. that plans the implementation of the items listed below under the LOD Database Plan. The contractor shall, through the COR, coordinate with and provide recommendations and planning reports to the LOD Database IPT for their review, commentary, and approval.

The contractor shall develop recommendations for a LOD Records Management Plan that includes all the items below that are listed under the Records Management. The contractor shall, through the COR, coordinate with and provide recommendations to the LOD Records Management IPT for their review, commentary, and approval. Once the Government has determined the course of action to implement, the contractor will assist in the development of the path forward and timeline.

The contractor shall develop recommendations to support the Acquisition and Procurement plans within the program. The Contractor shall, with the Government, coordinate with and provide solution options and recommendations to the COR and appropriate government sources for their review, commentary, and approval. Once the Government has determined the course of action to implement, the contractor will assist in the development of the path forward and timeline.

The Contractor shall develop documents and recommendations following the FEMA, LMD, LO Program Management and Administrative Support Plan for Government managers to include sub-tasks below that are listed under the section titled Program Management and Administrative Support of this PWS. The contractor shall provide solutions, options and recommendations to the Government through a review and approval process as outlined in the Deliverables section of this PWS. The Government will determined all courses of action (COA) for implementation, the contractor will assist in the development of project implementation plans on a timeline schedule on request.

2.1 TASK ONE: SHAREPOINT PROJECT

The contractor shall support the Logistics Operations Division in the recommendation of the development of a redesigned SharePoint site that will enhance program operations through both the Front Facing Intranet Site and the Enterprise Shared Workspace (ESW). The site will modernize and standardize program administration, communications, and data sharing based on existing organizational structure and workflows. The site functions will provide increased visibility of processes and data analytics. The SharePoint will serve as a central point for documents and data collection, sharing, and analysis.

The primary deliverable shall be a recommended fully developed and operational SharePoint site plan for the Logistics Operations Division. The delivery date for the final approved product shall be on or before June 15, 2021.

SharePoint Site Structure, Layout, and Design o The site structure shall align with the established Logistics Operations Division organizational chart and workflows. The site structure shall be consistent across the Division, including the Division’s front office, branches, and sections.

o The site layout shall follow any guidelines set by the FEMA Office of the Chief Information Officer (OCIO) and the Logistics Management Directorate (LMD).

o The site design shall follow the FEMA Design Guide and the Branding Hub guidance.

o The contractor shall incorporate input from the LMD SharePoint Integrated Project Team

(IPT) for site structure, layout, design, function, and content.

o The contractor shall set up the site’s functions and applications to support and streamline work processes.

o The contractor shall review existing content and facilitate the development of additional content for all of the site’s pages.

o The contractor shall implement access controls to restrict site access where needed.

The contractor shall establish an access request process within the site, so that permissions can be reviewed and changed for each individual user.

The contractor shall develop plan the SharePoint site that will plan to enable the following:

o Information Sharing: The site shall provide a platform for sharing information internally and externally to the Division. This information shall provide background information for the Division, Branches, and Sections, including each’s mission, vision, purpose, goals, objectives, organizational chart, and points of contact. The site shall include but is not limited to the following capabilities: calendars, announcements, links to key resources and applications, and summaries of completed and current projects.

o Application Integration and Automation: The SharePoint platform shall leverage the available technology to improve 1) organizational management (program, project, records, contracts); 2) reporting and performance measurement; and 3) training. All SharePoint deliverables shall be integrated with other relevant applications, systems, and groups of FEMAs at-large to increase visibility and coordination across the agency. Data captured within backend databases shall be used to streamline and automate efforts, to include notifications and alerts, to drive efficiency and accountability.

o Project and Program Management: The SharePoint site shall implement the standardization and improvement of 1) planning; 2) organization; 3) directing of resources, assignments and workloads; 4) schedule management, 5) oversight; and 6) visibility determined by the Project Management IPT. The site shall include but is not limited to the capability to track the following: project status, milestones, tasks, schedule, cost, performance, resource management, and deliverables.

o Contract Management: The SharePoint site shall provide a platform to monitor performance to ensure the objectives of contracts are met, on time, and within the intended budget. The site shall host a database to effectively manage the contract lifecycle, and it shall provide a centralized location for all contract documentations. The contractor shall develop site functions that enable documentation and reporting of contractor issues and resolution tracking, as needed. The contractor shall ensure effective access controls to documents containing sensitive information. Documentation will include but will not be limited to the following:

SOW

PWS

Market Research

QASP

Financials Copies of contracts, modifications, and amendments Invoices Contractor correspondence Requests for Assignments o Records Management and Document Libraries: The SharePoint site shall serve as a central repository for records and documents. The site shall implement and enforce policies, processes, and procedures established by the Agency and the Records Management IPT to facilitate the lifecycle of records and documents. The site shall have the following capabilities:

Document libraries Forms Submission Document drafting and collaboration Document finalization Document workflows Document version control

Notification system for scheduled updates Implementation of internal controls to ensure appropriate access control, security, audit policy and use within space constraints Automatic archival of documents and projects based on closeout date o Reporting and Performance Measurement: The SharePoint site shall serve as a platform to capture the data required to understand how effective and efficient the Division is in managing its resources. The site shall aggregate and transform this data into a presentable format to enable the development of Division strategy for program operations.

The site shall have the capability to generate performance evaluations through dashboards and reports that may use but are not limited to the following:

Earned Value (EV) Management Key Performance Indicators (KPIs) Key Performance Parameters (KPPs) Historical Analysis Statistics Charts SWOT Analysis Project Statuses Site Analytics Inventory Management Resource Management o Testing: The contractor shall develop and implement a test plan to ensure site functionality and all objectives described in this Statement of Work are met. The contractor shall conduct a survey or other means of receiving feedback from the Logistics Operations Division on the fully developed site. The contractor shall adjust the site depending on the feedback received.

o Training: The contractor shall develop a training plan to demonstrate to Logistics Operations Division staff the site’s features and capabilities and how they will be used in their roles. The contractor shall deliver training(s) to the Logistics Operations Division within the timeframe of the project scope. The contractor shall provide training materials to the Logistics Operations Division to be used for future training purposes. The contractor shall provide specific training to the Division’s site administrator(s) to facilitate the transition of the site to operations and maintenance. The contractor shall develop guides for site management and site change management.

2.2 TASK TWO: DATABASE SUPPORT

The goal of the database project is to develop recommendations for an efficient and effective plan of managing the financial activities of the Logistics Operations Division that is inclusive of all Branches and activities within. This shall allow the program to be more analytic and eliminate the use of spreadsheets. The areas that shall be covered are:

o Spend Plan/Budget o LCCE o Execution o Reconciliation o Purchase and Fleet Cards o Contracts & Agreements

Deliverables shall include the plans for:

Build a functional database Creative and dynamic methods of capturing data for costs for purchase & travel cards, contracts, agreements, travel, S&B etc.

The ability to generate reports, charts, and dashboards that can aggregate data from across different elements (e.g. spend plan, UFRs, etc.), measure against mission needs

Ability to query and generate and export reports for invoices Develop training tools to guide users in how to enter their data Develop a guidebook on managing and maintenance of the database Additional research, analysis, reports, and presentations shall be provided upon request to the leadership team to support in the decision-making process.

Regular meetings with the database integrated product team will be required Regular status reports shall be provided. The reports shall detail the objectives, goals, milestones, deliverables, timelines, obstacles, as well as any other pertinent information related to the success of the project.

In addition to:

Develpp written and visual road map to execute the project via a wire diagram or other similar pictorial representation

Develop a wire diagram of the planned database

2.3 TASK THREE: RECORDS MANAGEMENT

The goal of this project is to develop a recommended plan for a records management system within SharePoint for the entire program office that will ensure alignment with FEMA and Office of Response and Recovery (ORR) policies as well as specific project needs. The project shall include record policy development and integration, document life cycle management, training, internal control, and SharePoint design and implementation.

2.3.1 Policy Development

Establish new and utilize existing FEMA policies for the management of records

2.3.2 Records Management System

Determine process for managing records lifecycle within SharePoint to track and improve visibility Identify procedures for storage and workflow of working/draft documents Define finalized documents Assign proper signatory authority Establish review schedules and version history

2.3.4 Document Lifecycle

Identify, classify, store, retrieve, track, destroy and permanently preserve records through the development of a codified system, nomenclature, approval, and review schedule in accordance with policies developed

Determine process for managing records lifecycle within SharePoint to track and improve visibility

Identify procedures for storage and workflow of working/draft documents Define finalized documents and establish a document finalization procedure Assign proper signatory authority Establish review schedules and version history

2.3.5 Training

Provide training on records management policies, procedures, and use of records management systems to program managers, SharePoint IPT, Project Management

IPT.

2.3.6 Implementation

Support SharePoint design and implementation and overall technical needs for the project.

2.3.7 Deliverables

Develop and document records management policy for Logistics Operations

Division in accordance with FEMA Records Management Branch policy Develop SOP for implementing records management policy Create records manager and user job aids and checklists for records management lifecycle The contractor shall develop a training plan for the Logistics Operations

Division staff on the developed records management policies and procedures and how they will be implemented in their roles. The contractor shall deliver training(s) to the Logistics Operations Division within the timeframe of the project scope. The contractor shall provide training materials to the Logistics Operations Division to be used for future training purposes. The contractor shall provide specific training to the Division’s records manager to facilitate the transition of the records management lifecycle operation and maintenance.

Requirements documentation for large requests (>$100k) (including but not limited to staffing, resources)

2.4 TASK FOUR: PROGRAM MANAGEMENT & ADMINISTRATIVE SUPPORT

The contractor shall support the program office with recommendation of solutions and providing of support services in the following areas which aim to achieve the mission goals.

Taking detailed notes and meeting minutes of meetings Assist program office in research and develop documentation of findings Assist in the editing and proofreading of all documentation assigned Support program office in planning meetings and facilitating efforts in a multi-media format.

Assist in developing and dispersing communications regarding projects and assignment deliverables, upcoming events, and other important information to stakeholders as assigned.

Assisting in the development and maintaining of action tracking of tasks within the program office

Assist in the development of training events and documentation Assist in the development of business cases, white papers, and acquisition documentation Assist in the development of timelines and schedules of work products and projects to support the government manager in visually managing program’s efforts

Assist in program strategization and present courses of action to facilitate program planning and prioritization of activities and resource allocation

Assist in outreach to government stakeholders to identify potential uses of voluntary agreements in support of missions

2.5 TASK FIVE: ACQUISITION & PROCUREMENT SUPPORT

2.5.1 The contractor shall support the program office recommendations of solutions and provide support services in the following areas which aim to achieve FEMA acquisition and procurement goals.

2.5.2 The contractor shall support the program office in writing technical documentation for existing and new contract requirements.

2.5.3 The contractor shall support the program office in conducting research and document recommendations for the Government.

3.0 CONTACT ADMINISTRATION

The following subsections specify requirements for contract, management, and personnel administration.

3.1 Contract Management

The contractor shall establish clear organizational lines of authority and responsibility to ensure effective management of the resources assigned to the requirement. The contractor must maintain continuity between the support operations at [insert location] and the contractor's corporate offices.

3.2 Contract Administration

The contractor shall establish processes and assign appropriate resources to effectively administer the requirement. The contractor shall respond to Government requests for contractual actions in a timely fashion. The contractor shall have a single point of contact between the Government and Contractor personnel assigned to support contracts or task orders. The contractor shall assign work effort and maintaining proper and accurate time keeping records of personnel assigned to work on the requirement.

3.3 Non-Personal Service

The Government will neither supervise contractor employees nor control the method by which the contractor performs the required tasks. Under no circumstances shall the Government assign tasks to, or prepare work schedules for, individual contractor employees. It shall be the responsibility of the contractor to manage its employees and to guard against any actions that are of the nature of personal services or give the perception of personal services.

3.4 Business Relations

The contractor shall successfully integrate and coordinate all activity needed to execute the requirement. The contractor shall manage the timeliness, completeness, and quality of problem identification. The contractor shall provide corrective action plans, proposal submittals, timely identification of issues, and effective management of subcontractors. The contractor shall seek to ensure customer satisfaction and professional and ethical behavior of all contractor personnel.

3.5 Quality Control

The contractor shall develop and maintain an effective quality control program to ensure services are performed. The Contractor shall develop and implement procedures to identify, prevent, and ensure non-recurrence of defective services. The Contractor’s quality control program is the means by which the Contractor assures the work performed complies with the requirement of the contract. The Contractor shall submit to the COR within 10 working days or award, or when changes are made. After acceptance of the quality control plan the contractor shall receive the Contracting Officer’s acceptance in writing of any proposed change to his QC system.

4.0 CONTRACTOR PERSONNEL

4.1The contractor shall provide the following management and support as required. The contractor shall provide for employees during designated Government workdays. The contractor shall provide any initial and refresher employee training as required to meet the PWS requirements. The contractor shall make necessary travel arrangements for employees. The contractor shall provide necessary infrastructure to support contract tasks. The contractor shall provide administrative support to employees in a timely fashion (time keeping, leave processing, pay, emergency needs).

4.2 Qualified Personnel

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

PWS.

4.3 Project Manager

The Contractor shall provide a Project Managers who shall be responsible for all Contractor work performed under this PWS. The Project Manager shall be a single point of contact for the Contracting Officer and the COR. 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.

4.3.1.1 Project Manager Availability

The Project Manager shall be available to the COR via telephone between the hours of 9:00 AM and 5:00 PM EST, Monday through Friday, and shall respond to a request for discussion or resolution of technical problems within 2 hours of notification.

4.4 Employee Identification

4.4.1 Contractor employees visiting Government facilities shall wear an identification badge that, at a minimum, displays the Contractor 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 display all identification and visitor badges in plain view above the waist at all times.

4.4. 2 Contractor employees working on-site at Government facilities shall wear a Government issued identification badge. 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.) and display the Government issued badge in plain view above the waist at all times.

4.5 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, wearing of parts of DHS uniforms, and possession of weapons) when visiting or working at Government facilities. The Contractor shall ensure Contractor employees present a professional appearance at all times 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.

4.6 Removing Employees for Misconduct or Security Reasons

The Government may, at its sole discretion of the Contracting Officer, direct the Contractor to remove any Contractor employee from DHS 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.

4.7 Conflict of Interest

Contractor and subcontractor personnel performing work under this contract may receive, have access to or participate in the development of proprietary or source selection information (e.g., cost or pricing information, budget information or analyses, specifications or work statements, etc.) or perform evaluation services which may create a current or subsequent Organizational Conflict of Interests (OCI) as defined in FAR Subpart 9.5. The Contractor shall notify the Contracting Officer immediately whenever it becomes aware that such access or participation may result in any actual or potential OCI and shall promptly submit a plan to the Contracting Officer to avoid or mitigate any such OCI. The Contractor’s mitigation plan will be determined to be acceptable solely at the discretion of the Contracting Officer and in the event the Contracting Officer unilaterally determines that any such OCI cannot be satisfactorily avoided or mitigated, the Contracting Officer may affect other remedies as he or she deems necessary, including prohibiting the Contractor from participation in subsequent contracted requirements which may be affected by the OCI.

4.8 Contractor 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, wearing of parts of DHS uniforms, 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. Contractor employees understand and abide by Department of Homeland Security established rules, regulations and policies concerning safety and security.

4.9 Separation from Contract

The Contractor shall notify the FEMA COR of all terminations/resignations within five calendar days of occurrence. The Contractor must account for all forms of Government-provided identification issued to contractor employees under a contract (i.e., the PIV cards or other similar badges) must return such identification to FEMA as soon as any of the following occurs:

When no longer needed for contract performance.

Upon completion of a contractor employee’s employment.

Upon contract completion or termination.

If an identification card or building pass is not available to be returned, the Contractor shall submit a report to the FEMA COR, referencing the pass or card number, name of the individual to whom it was issued, and the last known location and disposition of the pass or card.

The Contractor or contractor personnel’s failure to return all DHS- or FEMA-issued identification cards and building passes upon expiration, upon the contractor personnel’s removal from the contract, or upon demand by DHS or FEMA may subject the contractor personnel and the Contractor to civil and criminal liability.

5.0 OTHER APPLICABLE CONDITIONS

5.1 SECURITY

Contractor access to unclassified, but Security Sensitive Information may be required under this PWS. Contractor employees shall safeguard this information against unauthorized disclosure or dissemination.

Contractor access to classified information is not currently required under this PWS. However, the Government at a later date may require all Contractor personnel to have Secret clearances.

Accordingly, all Contractor employees provided for this requirement must be eligible for a Secret Clearance.

All personnel require access to information up to the sensitive but unclassified, for official use only (FOUO) levels. Contractor must ensure contractor employees receive a favorably adjudicated public trust suitability prior to entry on duty (EOD). All individuals will be U.S.

citizens. The contractor shall follow the standards established within DHS and FEMA policy.

Unauthorized Disclosure of Classified or Unclassified Information:

Contractors and Subcontractors who are working on this contract shall receive Unauthorized Disclosure of Classified or Unclassified Information training.

Access to the training can be obtained at:

https://securityawareness.usalearning.gov/unauthorizedrefresher/index.htm

OPSEC Training:

Contractors and Subcontractors who are working on this contract shall receive the OPSEC Awareness Brief.

Access to the briefing can be obtained at:

https://securityawareness.usalearning.gov/opsec/index.htm

Insider Threat Training:

Contractors and Subcontractors who are working on this contract shall receive the Insider Threat Training at.

Insider Threat training for Contractors can be found at:

https://securityawareness.usalearning.gov/itawareness/index.htm

Contractors and Subcontractors who are working on this contract shall receive the Unauthorized Disclosure of Classified or Unclassified Information training. Access to the training can be obtained at:

https://securityawareness.usalearning.gov/disclosure/index.html

For Official Use Only (FOUO) Information:

In accordance with DHS Management Directive 11042.1 contractors, consultants, and others to whom access is granted will abide by 11042.1; DHS policy regarding the identification and safeguarding of sensitive but unclassified information originated within DHS. It also applies to other sensitive but unclassified information received by DHS from other government and non-governmental activities.

The contractor will:

1. be aware of and comply with the safeguarding requirements for “For Official Use Only” (FOUO) information as outlined in this directive.

2. Participate in formal classroom or computer-based training sessions presented to communicate the requirements for safeguarding FOUO and other sensitive but unclassified information.

3. be aware that divulging information without proper authority could result in administrative or disciplinary action.

Contractors and Consultants shall execute a DHS Form 11000-6, Sensitive but Unclassified Information Non Disclosure Agreement (NDA), as a condition of access to such information.

Other individuals not assigned to or contractually obligated to DHS, but to whom access to information will be granted, may be requested to execute an NDA as determined by the applicable program manager. Execution of the NDA shall be effective upon date of the DHS Policy and not applied retroactively.

Send the certificate of completion to the FEMA COR no later than 30 calendar days after awarded contract. New employees entering the contract must receive the briefing within ten (10) business days of joining the contract.

Certificate of training is required for all cleared contractor employees who are working with classified or unclassified information. All certificates must be sent to the assigned FEMA COR before the Contractor or Subcontractor is granted access to classified or unclassified information but no later than 30 calendar days after awarded contract. All cleared contractor personnel are required to recertify Insider Threat training annually thereafter. New employees entering the contract must receive the briefing within ten (10) business days of joining the contract.

5.2 PERIOD OF PERFORMANCE

The period of performance for this contract shall not exceed 150 calendar days from the date of award.

Base Period April 1, 2021 through June 30, 2021, 2021 (90 days) Option Period One July 1,2021 through August 31, 2021 (60 days)

5.3 PLACE OF PERFORMANCE

The primary place of performance will be:

FEMA Headquarters, Logistics Management Directorate 500 C Street SW, 6th Floor SW, Washington, DC 20472

Due to current DHS and FEMA COVID-19 policies and procedures, all contractor employees are allowed to telework.

5.4 HOURS OF OPERATION

Contractor employees shall generally perform all work between the hours of 7:00 AM and 6:00PM EST, Monday through Friday (except Federal holidays). However, there may be occasions when Contractor employees shall be required to work other than normal business hours, including weekends and holidays, to fulfill requirements under this PWS.

5.5 TRAVEL

5.5.1 Contractor Travel

Contractor travel shall be required to support this requirement. All travel required by the Government outside the local commuting area(s) will be reimbursed to the Contractor in accordance with the Federal Travel Regulations. The Contractor shall be responsible for obtaining COR approval (electronic mail is acceptable) for all reimbursable travel in advance of each travel event.

All travel requirements (including plans, agenda, itinerary, or dates) shall be pre-approved in writing by the COR and is on a strictly as needed basis.

The contractor shall adhere to the following travel regulations (see FAR 31.205-46):

(1) Federal Travel Regulations (FTR) - prescribed by the General Services Administration, for travel in the contiguous United States.

(2) Joint Travel Regulations (JTR), Volume 2, DoD Civilian Personnel, Appendix A.

prescribed by the Department of Defense, for travel in Alaska, Hawaii, and outlying areas of the United States.

(3) Department of State Standardized Regulations (DSSR) (Government Civilians, Foreign Areas), Section 925, "Maximum Travel Per Diem Allowances for Foreign Areas", prescribed by the Department of State, for travel in areas not covered in the FTR or JTR.

The contractor shall use only the minimum number of travelers and rental cars needed to accomplish the task(s). Travel shall be scheduled during normal duty hours whenever possible. Airfare will be reimbursed for actual common carrier fares which are obtained by the most reasonable and economical means.

5.5.1 Trip Reporting

The Government will identify the need for a Trip Report (if required) when the request for travel is submitted. The contractor shall keep a summary of all long-distance travel, to include, at a minimum, the name of the employee, location of travel, duration of trip, and POC at travel location.

The contractor may invoice twice a month the cost incurred for travel CLIN. The invoice shall include the period of performance covered by the invoice, the CLIN number and name and the Task order number. In addition, the contractor shall provide the following detailed information for each invoice submitted, as applicable. Separate worksheets, in MS Excel format, shall be submitted for travel with separate columns for the following:

a. Project Total Travel: This will identify all current and past travel on the project and their total Project costs billed. The listing shall include separate columns and totals for the following information concerning the current invoice period and the project to date:

• Current invoice period

• Names of persons traveling

• Number of travel days

• Dates of travel

• Number of days per diem charged

• Per diem rate used

• Total per diem charged

• Transportation costs

• Other charges

• Total charges

b. CLIN/Task Total Travel: This will identify all current and past travel on the project and their total CLIN/Task costs billed. The listing shall include separate columns and totals for the current invoice period and the project to date:

• Current invoice period

• Names of persons traveling

• Number of travel days

• Dates of travel

• Number of days per diem charged

• Per diem rate used

• Total per diem charged

• Transportation costs

• Total charges

All cost presentations provided by the contractor shall also include Overhead Charges and General and Administrative Charges.

5.6 POST AWARD CONFERENCE

The Contractor shall attend a Post Award Conference with the Contracting Officer and the COR no later than 10 business days after the date of award. The purpose of the Post Award Conference, which will be chaired by the 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 FEMA Headquarters or via teleconference.

Contractor shall conduct an orientation briefing in PowerPoint format for COR and contract team. The intent of the briefing is to initiate the communication process between FEMA and the contractor by:

Introducing key personnel and explaining their roles Explaining the management hierarchy Reviewing communication ground rules, and Assuring a common understanding of the Task Order requirements and objectives.

This meeting will be held virtually via MS Teams or Zoom

The CO can decide to conduct this requirement and will notify the contractor via email.

5.7 PROJECT PLAN

The Contractor shall provide a draft Project Plan at the Post Award Conference for Government review and comment. The Contractor shall provide a final Project Plan to the COR not later than 10 business days after the Post Award Conference.

5.8 PROGRESS REPORTS

The Project Manager shall provide a weekly and monthly progress report to the COR via electronic mail. This report shall include a summary of all Contractor work performed. The Contractor shall provide the format for the initial reports to the COR for review and approval within 5 business days from that award date.

5.9 PROGRESS MEETINGS

The Contractor agrees to attend any post award conference convened by the contracting activity or contract administration office in accordance with Federal Acquisition Regulation Subpart 42.5. The Contracting Officer, COR, and other Government personnel, as appropriate, may meet periodically with the contractor to review the contractor's performance. At these meetings the Contracting Officer will apprise the contractor of how the government views the contractor's performance and the contractor will apprise the Government of problems, if any, being experienced. Appropriate action shall be taken to resolve outstanding issues. These meetings shall be at no additional cost to the government.

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 shall take place on a scheduled basis.

The Project Manager shall be responsible for keeping the COR informed about Contractor progress throughout the performance period of this contract and ensure Contractor activities are aligned with FEMA objectives. At a minimum, the Project Manager shall review the status and results of Contractor performance with the COR on a monthly basis.

5.10 GENERAL REPORT REQUIREMENTS

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

5.12 INTELLECTUAL PROPERTY

5.12.1 Date Rights

The Government has unlimited rights to all documents/material produced under this contract.

All documents and materials, to include the source codes of any software, produced under this contract shall be Government owned and are the property of the Government with all rights and privileges of ownership/copyright belonging exclusively to the Government. These documents and materials may not be used or sold by the contractor without written permission from the Contracting Officer. All materials supplied to the Government shall be the sole property of the Government and may not be used for any other purpose. This right does not abrogate any other Government rights.

5.12.2 PROTECTION OF INFORMATION

5.12.2.1 Contractor access to proprietary information is required under this PWS. Contractor employees shall safeguard this information against unauthorized disclosure or dissemination in accordance with DHS MD 11042.1, Safeguarding Sensitive But Unclassified (For Official Use Only) Information. The Contractor shall ensure that all Contractor personnel having access to business or procurement sensitive information sign a non-disclosure agreement (DHS Form 11000-6).

2.12.2.3 All information relating to the items to be delivered or services to be performed under this contract may not be disclosed by any means without prior approval of the Contracting Officer. Dissemination of public disclosures includes but is not limited to permitting access of such information to a foreign national or any other person or entity; and, publication of technical or scientific papers, advertisements, or any other proposed public release. The Contractor shall provide adequate physical protection to such information to preclude access by any person or entity did not authorize such access by the Government.

5.13.1 SECTION 508 COMPLIANCE

1. When developing or modifying ICT, the Contractor is required to validate ICT deliverables for conformance to the applicable Section 508 requirements. Validation shall occur on a frequency that ensures Section 508 requirements is evaluated within each iteration and release that contains user interface functionality.

2. When modifying, installing, configuring, or integrating commercially available or government-owned ICT, the Contractor shall not reduce the original ICT Item’s level of Section 508 conformance.

3. When developing or modifying web based and electronic content components, except for electronic documents and non-fillable forms provided in a Microsoft Office or Adobe PDF format, the Contractor shall demonstrate conformance to the applicable Section 508 standards (including WCAG 2.0 Level A and AA Success Criteria) by conducting testing using the DHS Trusted Tester for Web Methodology Version 5.0 or successor versions, and shall ensure testing is conducted by individuals who are certified by DHS on version 5.0 or successor versions (e.g. “DHS Certified Trusted Testers”). The Contractor shall provide the Trusted Tester Certification IDs to DHS upon request.

Information on the DHS Trusted Tester for Web Methodology Version 5.0, related test tools, test reporting, training, and tester certification requirements is published at https://www.dhs.gov/trusted-tester.

4. When developing or modifying electronic documents and forms provided in a Microsoft Office or Adobe PDF format, the Contractor shall demonstrate conformance to the applicable to the applicable Section 508 standards (including WCAG Level A and AA Level 2.0 Success Criteria) by conducting testing using the test methods published under “Accessibility Tests for Documents” at https://www.dhs.gov/compliance-test-processes.

5. When developing or modifying ICT deliverables that contain the ability to automatically generate electronic documents and forms in Microsoft Office and Adobe formats, or when the capability is provided to enable end users to design and author web based electronic content (i.e. surveys, dashboards, charts, data visualizations, etc.), the Contractor shall demonstrate the ability to ensure these outputs conform to the applicable Section 508 standards (including WCAG 2.0 Level A and AA Success Criteria). The Contractor shall demonstrate conformance by conducting testing and reporting test results based on representative sample outputs. For outputs produced as Microsoft Office and Adobe PDF file formats, the Contractor shall use the test methods published under “Accessibility Tests for Documents”, which are published at https://www.dhs.gov/compliance-test-processes. For outputs produced as web based electronic content, the Contractor shall use the DHS Trusted Tester for Web Methodology Version 5.0, or successor versions. This methodology is published at https://www.dhs.gov/trusted-tester

6. Contractor personnel shall possess the knowledge, skills, and abilities necessary to address the accessibility requirements in this work statement.

5.13.2 Section 508 Deliverables

1. Section 508 Test Plans: When developing or modifying ICT pursuant to this contract, the Contractor shall provide a detailed Section 508 Conformance Test Plan. The Test Plan shall describe the scope of components that will be tested, an explanation of the test process that will be used, when testing will be conducted during the project development life cycle, who will conduct the testing, how test results will be reported, and any key assumptions.

2. Section 508 Test Results: When developing or modifying ICT pursuant to this contract, the Contractor shall provide test results in accordance with the Section 508 Requirements for Technology Services provided in this solicitation.

3. Section 508 Accessibility Conformance Reports: For each ICT item offered through this contract (including commercially available products, and solutions consisting of ICT that are developed or modified pursuant to this contract), the Offeror shall provide an Accessibility Conformance Report (ACR) to document conformance claims against the applicable Section 508 standards. The ACR shall be based on the Voluntary Product Accessibility Template Version 2.0 508 (or successor versions). The template can be found at https://www.itic.org/policy/accessibility/vpat. Each ACR shall be completed by following all of the instructions provided in the template, including an explanation of the validation method used as a basis for the conformance claims in the report.

4. Other Section 508 Documentation: The following documentation shall be provided upon request for ICT items offered through this contract:

o Documentation of features provided to help achieve accessibility and usability for people with disabilities.

o Documentation on how to configure and install the ICT Item to support accessibility.

o Documentation of core functions that cannot be accessed by persons with disabilities.

o Documentation of remediation plans to address non-conformance to the Section 508 standards

5.13.3 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.

5.14 Background Investigations/Security

Background Investigations All contractor personnel who require access to DHS or FEMA information systems, routine access to DHS or FEMA facilities, or access to sensitive information, including but not limited to Personally Identifiable Information (PII), shall be subject to a full background investigation commensurate with the level of the risk associated with the job function or work being performed. FEMA’s Personnel Security Division (PSD) will determine the risk designation for each contractor position by comparing the functions and duties of the position against those of a same or similar federal position, applying the same standard for evaluating the associated potential for impact on the integrity and efficiency of federal service.

Low Risk without Information System Access Contractor personnel…