Attachment_1_PWS_8-1-2018.pdf

Training Support Services

Attachment 1

Performance Work Statement Updated 8-1-2018

PERFORMANCE WORK STATEMENT

CDP TRAINING SUPPORT SERVICES

Center for Domestic Preparedness Federal Emergency Management Agency Department of Homeland Security

Section J, Attachment 1

8/1/2018

PERFORMANCE WORK STATEMENT: CDP Training Support Services

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This Page Intentionally Blank

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Table of Contents

1.0 GENERAL

1.1 Scope

1.2 Background

1.3 Contractor Personnel

1.4 Security, Privacy, and Proprietary Data

1.5 Period of Performance

1.6 Place of Performance

1.7 Kick-Off Meeting

1.8 Records and Reports

1.9 Progress Meetings

1.10 General Report Requirements

1.11 Quality Assurance Surveillance Plan

1.12 General Information

2.0 APPLICABLE DOCUMENTS

3.0 GOVERNMENT DEFINITIONS………………………………………………………

3.1 Definitions………………………………………………………………………………..13

3.2 Agency Acronyms……………………………………………………………………

4.0 GOVERNMENT FURNISHED FACILITIES, PROPERTY, EQUIPMENT,

MATERIAL AND SERVICES

4.1 Government Furnished Property (GFP), Equipment and Material

4.2 Government-Furnished Facilities

4.3 Government-Furnished Equipment

4.4 Availability of Utilities

5.0 CONTRACTOR FURNISHED PROPERTY, SUPPLIES AND SERVICES

5.1 Contractor-Furnished Property, Equipment and Material

5.2 Contractor-Furnished Supplies

5.3 Contractor-Furnished Telecommunication Devices

5.4 Mail, Parcels, and Freight ……………………………………………………………….25

6.0 MANAGEMENT RESPONSIBILITIES

6.1 Quality Control System

6.2 Contractor Project Manager Responsibilities

6.3 Daily Operations Support

6.4 Special Tours

6.5 Quarterly Emergency Response Plan (ERP) Exercises

6.6 All-Hazard Exercises

6.7 Continuity of Operations (COOP) Support

6.8 Safety Operations and Management

7.0 CONTRACTOR TASKS

7.1 Student Services

7.2 Outreach Programs

7.3 Travel Support

7.4 Classroom and Material Support

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7.5 Record Maintenance, Automated Document Archival, and Record Analysis

7.6 Student Transportation Services/Class Stewardship/Operators

7.7 Work Order Procedures

8.0 DELIVERABLES

8.1 Monthly Technical Progress Report

8.2 Monthly Personnel Report

8.3 Quarterly Race Nationality Origin (RNO) Report…………………………...…………..48

8.4 Schedule of Deliverables ……………………………………………………...……….48

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1.0 GENERAL

1.1 Scope

The intention of this requirement is to obtain contracted training support services to support the U.S. Department of Homeland Security (DHS)/Federal Emergency Management Agency (FEMA)/National Preparedness Directorate/National Training and Education Directorate/Center for Domestic Preparedness (CDP) located in Anniston, Alabama. The contractor shall provide all support services as identified in this performance work statement. The objective of this procurement is to obtain reliable, efficient and effective services by applying a sound management and technical approach that will provide the best value and meet the objectives described in this work statement.

The primary functions to be performed will be a full range of training support services, including, but not limited to administrative registration support, travel arrangements (air and ground), scheduling of transportation, classroom setup and training support materials, outreach program, archival of historical records, planning for support activities, coordination with other CDP functional areas and contractors, record maintenance, record analysis, and quality control.

Admissions include registration of students and serves as the initial data collection point for all training statistics and student records generation. Admissions is logically linked to travel (air and ground) and lodging requirements.

1.2 Background

The CDP is a federal entity (a component of the Department of Homeland Security). On March 1, 2003 CDP transitioned from the Department of Justice (DOJ) to the Department of Homeland Security (DHS). CDP was subsequently included in the new DHS Preparedness Directorate.

Enactment of the Post-Katrina Emergency Management Reform Act (PKEMRA) on April 1, 2007 resulted in the realignment of most of the DHS Preparedness Directorate functions to FEMA. FEMA established the National Preparedness Directorate (NPD) and aligned many of the former DHS Preparedness Directorate functions into the NPD including the CDP.

The CDP is a national training facility located in Anniston, Alabama that prepares state, local and tribal emergency response personnel to respond to all hazards, including terrorist attacks using weapons of mass destruction, by providing advanced, hands on training. This national training program was developed for state, local, tribal, Federal, private sector and international responders from Fire Service, Law Enforcement, Emergency Medical Services, Emergency Management, HazMat, Public Health, Healthcare, Public Communications, Public Works and Government Administrative and other emergency response personnel, their trainers and supervisors. Training courses provided by the CDP provide specific knowledge and expertise for deterrence, prevention, response, mitigation and recovery to Chemical, Biological, Radiological, Nuclear and Explosive (CBRNE) incidents; mass casualty incidents; and incidents involving hazardous materials by providing advanced, hands-on and classroom-based state of the art training.

This performance work statement encompasses all activities required to provide training support services to responders.

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1.3 Contractor Personnel

1.3.1 Project Manager. The contractor shall provide an onsite Project Manager who shall be responsible for all contractor work performed under the resulting contract. The Project Manager and alternate are further designated as Key by the Government as set forth in the contract clause HSAR 3052.215-70, Key Personnel or Facilities.

1.3.1.1 The Project Manager shall be a single point of contact for the Contracting Officer and the Contracting Officer’s Representative (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. 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 the resulting contract.

1.3.1.2 The Project Manager shall be available to the COR via telephone at all times, 24/7. If the Project Manager will not be available by telephone, he/she will notify the COR of the non-availability and identify an alternate. The Project Manager or designated alternate shall be available to meet with Government personnel at the designated CDP facility(s) within (30) minutes during normal working hours (Monday through Friday between 07:30 am and 4:30 pm, CST) and within two (2) hours of request outside normal working hours.

1.3.2 Qualified Personnel. The contractor shall provide qualified personnel to perform all requirements specified in this PWS. All contractor employees supporting this contract shall be citizens of the United States (international exceptions must receive a favorable DHS suitability determination prior to hiring action). Prior to assignment to the contract, the contractor shall submit a current résumé for all management and other key personnel if different from those personnel identified in the proposal. Any replacement of key personnel shall be subject to the Contracting Officer’s approval in accordance with the clause HSAR 3052.215-70, Key Personnel or Facilities.

1.3.3 Contractor Licensing, Certification, and Specific Experience Requirements. Licenses required of the contractor to conduct business (i.e., local or state business licenses) shall be obtained prior to beginning work on this contract. Personnel licensing and certification shall be complete before that individual performs any work under this contract. The contractor shall provide personnel that have the appropriate skill for their position. The degree of education and skill of individuals shall be commensurate with that required for the work.

1.3.4 Contractor Identification. Contractor personnel working on-site at Government facilities shall wear a Government issued identification badge. All contractor personnel shall identify themselves as contractors when their status is not readily apparent and display the Government issued badge in plain view above the waist at all times.

1.3.4.1 Visitors. Contractor-authorized personnel visiting Government facilities must coordinate their visit with the COR to obtain appropriate visitor access (Attachment 5, CDP Visitor Access Directive). Visiting personnel will be issued a temporary visitor badge that must be worn at all times while on CDP property. Visiting contractor personnel shall comply

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1.3.5 Contractor Personnel Conduct. Contractor’s employees shall comply with applicable Government regulations, policies and procedures (e.g., fire, safety, emergency response, sanitation, environmental protection, security, “off limits” areas, wearing of parts of military uniforms, possession of drugs and possession of weapons) when visiting or working at Government facilities. The contractor personnel shall conform to conduct regulations contained in the Code of Federal Regulations and internal CDP directives.

1.3.6. Dress Code. All contractor personnel shall adhere to the CDP Workplace Attire Policy, Section J, Attachment 6.

1.3.7 Removing Contractor Personnel for Misconduct or Security Reasons. The Government may, at its sole discretion, direct the contractor to remove any contractor employee from CDP 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 COR will provide the contractor with a written explanation to support any request to remove any employee.

1.4 Security, Privacy, and Proprietary Data

1.4.1 Security Clearance: Unclassified

1.4.2 Privacy Act. This agreement may require the contractor personnel to safeguard data in accordance with the Privacy Act (5 USC 522a), Executive Order(s), and DHS and FEMA regulations. Contractor personnel shall safeguard any documents containing Personally Identifiable Information (PII) or Sensitive PII.

1.4.3 Contractor User Security Agreement. The contractor acknowledges that during the term of this requirement, all contractor employees may be required to sign some form of Contractor User Security Agreement. The contractor agrees to have all contractor employees sign the agreement if required. Contractor employees may be required to complete DHS and/or FEMA security specific training as directed by the Government.

1.4.4 Proprietary Data. In the performance of services under this agreement, the contractor employees may perform operations on data containing sensitive proprietary information. All inquiries regarding operation systems, data base controls and contents, passwords or other matters shall be referred to the COR for approval of access and use of the data.

1.4.5 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.

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1.4.5.1 Low Risk without Information System Access. Contractor personnel occupying positions or performing functions with a Low Risk designation and who do not require access to DHS or FEMA information systems may undergo a Tier 1 investigation with a credit check and must receive a favorable adjudication thereof from FEMA PSD prior to performing work under this contract.

1.4.5.2 Low Risk with Information System Access. Contractor personnel occupying positions or performing functions with a Low Risk designation and who require access to DHS or FEMA information systems shall undergo a Tier 2 Suitability Background Investigation (T2) and must receive a favorable adjudication thereof from FEMA PSD prior to performing work under this contract.

1.4.5.3 Moderate Risk. Contractor personnel occupying positions or performing functions with a Moderate Risk designation shall undergo a Tier 2 Suitability Background Investigation (T2) and must receive a favorable adjudication thereof from FEMA PSD prior to performing work under this contract.

1.4.5.4 High Risk. Contractor personnel occupying positions or performing functions with a High Risk designation shall undergo a Tier 4 Suitability Background Investigation (T4) and must receive a favorable adjudication thereof from FEMA PSD prior to performing work under this contract.

1.4.5.5 Background Investigation Process. To initiate the request to process contractor personnel, the contractor shall provide the Contracting Officer’s Representative (COR) with all required information and comply with all necessary instructions to complete Section II of the FEMA Form 121-3-1-6, “Contract Fitness/Security Screening Request,” Section J, Attachment 7. The COR shall ensure that all other applicable sections of the FEMA Form 121-3-1-6 are complete prior to submitting the form to FEMA PSD for processing. The contractor shall also provide the COR with completed OF 306, “Declaration for Federal Employment,” forms for all contractor personnel, Section J, Attachment 8.

Contractor personnel who already have a favorably adjudicated background investigation, may be eligible to perform work under this contract without further processing by FEMA PSD if:

the investigation was completed within the last five years, it meets or exceeds the minimum requirement for the position they will occupy or functions they will perform on this contract, the contractor personnel have not had a break in employment since the prior favorable adjudication, and, FEMA PSD has verified the investigation and confirmed that no new derogatory information has been disclosed which may require a reinvestigation.

FEMA PSD will notify the COR of the names of the contractor personnel eligible to work based on prior, favorable adjudication. The COR will, in turn, notify the contractor of the names of the favorably adjudicated contractor personnel, at which time the favorably adjudicated contractor personnel will be eligible to begin work under this contract.

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For those contractor personnel who do not have an acceptable, prior, favorable adjudication or who otherwise require reinvestigation, FEMA PSD will issue an electronic notification via email directly to the contractor applicant/personnel that contains the following documents, which are incorporated into this contract by reference, along with a link to the Office of Personnel Management’s (OPM) Electronic Questionnaires for Investigation Processing (e- QIP) system and instructions for submitting the necessary information:

Standard Form 85P, “Questionnaire for Public Trust Positions” Optional Form 306, “Declaration for Federal Employment” SF 87, “Fingerprint Card” (2 copies) DHS Form 11000-6, “Non-Disclosure Agreement” DHS Form 11000-9, “Disclosure and Authorization Pertaining to Consumer Reports

Pursuant to the Fair Credit Reporting Act”

FEMA PSD will only accept complete packages consisting of all of the above document and Standard Form 85P, which must be completed electronically through the Office of Personnel Management’s e-QIP system. The contractor is responsible for ensuring that all contractor personnel timely and properly submit all required background information.

Once contractor personnel have properly submitted the complete package of all required background information, FEMA’s Personnel Security Division, at its sole discretion, may grant contractor personnel temporary eligibility to perform work under this contract prior to completion of the full background investigation if the Personnel Security Division’s initial review of the contractor personnel’s background information reveals no issues of concern. In such cases, FEMA’s Personnel Security Division will provide notice of such temporary eligibility to the COR who will then notify the Prime Contractor, at which time the identified contractor personnel will be temporarily eligible to begin work under this contract. Neither the Prime Contractor nor the contractor personnel has any right to such a grant of temporary eligibility. The grant of such temporary eligibility shall not be considered as assurance that the contactor personnel will remain eligible to perform work under this contract upon completion of and final adjudication of the full background investigation.

Upon favorable adjudication of the full background investigation, FEMA’s Personnel Security Division will update the contractor personnel’s security file and take no further action. In any instance where the final adjudication results in an unfavorable determination FEMA’s Personnel Security Division will notify the contractor personnel directly, in writing, of the decision and will provide the COR with the name(s) of the contractor personnel whose adjudication was unfavorable. The COR will then forward that information to the contractor. Contractor personnel who receive an unfavorable adjudication shall be ineligible to perform work under this contract. Unfavorable adjudications are final and not subject to review or appeal.

1.4.5.6 Continued Eligibility and Reinvestigation. Eligibility determinations based on a Low Risk T1, Moderate Risk T2S or High Risk T4 are valid for five years from the date that the investigation was completed and closed. Contractor personnel required to undergo a background investigation to perform work under this contract shall be ineligible to perform

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1.4.5.7 Exclusion by Contracting Officer. The Contracting Officer, independent of FEMA’s Personnel Security Division, may direct the contractor be excluded from working on this contract. Any contractor found or deemed to be unfit or whose continued employment on the contract is deemed contrary to the public interest or inconsistent with the best interest of the agency may be removed.

1.4.6 Facility Access. The contractor shall comply with FEMA Directive 121-1 “FEMA Personal Identity Verification Guidance,” Section J, Attachment 9; FEMA Directive 121-3 “Facility Access,” Section J, Attachment 10; and FEMA Manual 121-3-1 “FEMA Credentialing Access Manual,” Section J, Attachment 11, to arrange for contractor personnel’s access to FEMA facilities, which includes, but is not limited to, arrangements to obtain any necessary identity badges for contractor personnel.

Contractor personnel working within any FEMA facility who do not require access to DHS or FEMA IT systems and do not qualify for a PIV Card may be issued a Facility Access Card (FAC). FACs cannot exceed 180 days; all contractors requiring access greater than 180 days will need to qualify for and receive a PIV card before being allowed facility access beyond 180 days.

Contractor personnel shall not receive a FAC until they have submitted a SF 87, “Fingerprint Card,” and receive approval from FEMA PSD. Contractor personnel using a FAC for access to FEMA facilities must be escorted in Critical Infrastructure areas (i.e., server rooms, weapons rooms, mechanical rooms, etc.) at all times.

FEMA may deny facility access to any contractor personnel whom FEMA’s Office of the Chief Security Officer has determined to be a potential security threat.

The contractor shall notify the 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 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.

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1.4.7 “For Official Use Only” (FOUO) Requirements. In accordance with DHS Management Directive 11042.1 (Section J, Attachment 12) 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:

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

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

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 Nondisclosure 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 publication of this directive and not applied retroactively.

1.4.8 OPSEC Awareness. Contractors and Subcontractors who are working on this contract shall receive the OPSEC Awareness Brief. Access to the briefing can be obtained at http://cdsetrain.dtic.mil/opsec. Send the certificate of completion to the FEMA Contracting Officer’s Representative 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.

1.4.9 Unauthorized Disclosure of Classified or Unclassified Information. 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/unauthorizedrefresher/index.htm. Send the certificate of completion to the Contracting Officer’s Representative 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.

1.4.10 Lock and Key Control. Keys, proximity cards, remotes, and security codes will be issued to the contractor as appropriate. The contractor shall receive, account for, and maintain all lock and key control items used within the scope of this contract. The number of keys issued will be limited to the minimum number required to meet the requirement specified in this contract. The contractor shall develop a lock and key control plan for internal management of these items and submit the final written plan for COR approval within 30 days after contract award. This plan shall become a part of the contractor’s Quality Control Program.

1.4.10.1 Requests for key, proximity card, and remote transmitter duplication shall be reported to and approved by the COR. If approved, the key will be duplicated by the CDP

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Security contractor. The contractor is not authorized to duplicate any key issued by the CDP. The contractor shall report loss or unauthorized duplication of Government issued access control items to the COR or designated representative within 2 hours of learning of the loss or duplication. Notification can be made by email or telephone, and a written report must be made of the incident to the COR describing the circumstances within 24 hours.

1.4.10.2 Should the security of any form of Government property or facility become compromised by the loss of a lock and key control item by contractor employees, the contractor shall be responsible for the cost of re-keying/coding of locks or lock/code replacement as determined appropriate by the COR. In the event a master key is lost or duplicated, all locks and keys for that system shall be replaced at the expense of the contractor. Recoupment of Government expense will be in the form of a dollar for dollar reduction of monthly invoice charge to the Government.

1.4.10.3 Contractor employees shall not allow anyone the use of any Government access control item(s) in their possession. They shall not open locked rooms or areas to permit entrance by persons other than contractor employees performing assigned duties. Any room found unlocked shall not be left unattended. The room shall be locked by contractor personnel and/or the appropriate security personnel notified.

1.5 Period of Performance

The period of performance will be as listed below. The total performance period inclusive of options is five years.

Phase-in Period: 1 Month Base Period: 11 Months Option 1: 12 Months Option 2: 12 Months Option 3: 12 Months Option 4: 12 Months

1.5.1 Phase-In/Orientation Period

1.5.1.1 The contractor shall become acquainted with all available information regarding difficulties that may be encountered and the conditions under which the work of this contract must be accomplished. The contractor will not be relieved from assuming all responsibility for properly eliminating the difficulties and the cost of performing the services required because of failure to investigate the conditions or to become acquainted with all information concerning the services to be performed.

1.5.1.2 The contractor shall provide phase-in duties described below. The incumbent contractor is responsible for the performance of requirements during phase-in period. The awardee contractor is required to assume full performance at the completion of the phase-in period.

1.5.1.3 Become thoroughly familiar with work requirements and work procedures.

1.5.1.4 Finalize development of necessary work plans and procedures.

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1.5.1.5 Complete personnel requirements including the hiring of personnel to assure satisfactory performance.

1.5.1.6 All new employees: New Employee Indoctrination and CDP IT Security Training.

Training completion records of all employees’ training shall be maintained by the contractor and made available to the Government upon request.

1.5.1.7 Finalize the development of site specific Quality Control Plans and procedures.

1.5.1.8 The contractor will be provided access to the Government provided CDP Training Administration System (CTAS) software. CTAS is a commercial off-the-shelf (COTS) software package customized for managing student registration, student and course schedules, student support and facilities operations. The contractor shall become familiar with the system functions and be able to successfully use CTAS by the end of the phase-in period, reference Section J, Attachment 13, CTAS User Information.

1.5.2 During the phase-in period, the contractor’s representative and the COR shall make an onsite, in-depth review of the total job requirements. The contractor will be allowed access to the facilities to familiarize supervisors, key personnel, and staff with equipment reporting, work scheduling and procedures (including operations, priorities, safety, security, etc.). Arrangements for access to the Government facilities shall be made with the COR.

1.5.3 Phase-out/Contract Closeout

The contractor shall establish and implement plans for an orderly phase-out of the contracted operations at the termination of this contract, to include transfer of Government Furnished Property/Equipment back to the Government. The contractor shall submit a Phase-out Plan to the CO and COR for evaluation 60 days prior to the last day of the contract. The contractor's phase-out procedures shall not disrupt or adversely impact the day-to-day conduct of Government business.

1.6 Place of Performance

The primary place of performance will be at the CDP located in Anniston, Alabama.

1.7 Kick-Off Meeting

The Contractor shall attend a Kick-Off Meeting with the Contracting Officer and the COR at a date to be determined. The purpose of the Kick-Off Meeting, which will be chaired by the Contracting Officer, is to discuss technical and contracting objectives of this contract. The Kick- Off Meeting will be held at the Government’s facility.

1.8 Records and Reports

The Contractor shall prepare and submit complete and accurate records, reports and logs in accordance with Federal Acquisition Regulations (FAR) Part 45, other Federal requirements, and CDP policies or procedures. These daily, weekly, monthly, other recurring operating records, reports, logs, and other documents are specified as contract requirement submissions listed under Section J, Attachment 14.

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Section J, Attachment 15 includes sample of reports for planning purposes.

1.9 Status 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 shall take place at the Government’s facility or at other mutually agreeable facilities.

1.9.1 Regular periodic status meetings shall be held between the Government and the contractor.

The status meetings shall alternate in subject and may be attended by the Project Manager, Contracting Officer, the COR, and quality management personnel. The purpose of these meetings shall be to discuss and record status of projects and to make decisions on priority for projects. The Project Manager and the COR shall invite any CDP personnel or contractor employees they deem necessary for the meetings. Written minutes of these meetings, prepared by the contractor, shall be signed by the Project Manager and delivered to the COR within five working days for review and approval.

1.9.2 Performance Evaluation Meetings. The contractor’s representatives shall meet with the COR weekly during the first month of the contract. Thereafter, meetings will be held on a monthly basis. A mutual effort will be made to resolve all problems. Written minutes of these meetings, prepared by the contractor, shall be signed by the Project Manager and the COR and delivered to the COR within five working days for review and approval.

1.10 General Report Requirements

The contractor shall provide all written reports in electronic format using applications that are compatible with CDP Standard Workstation (Windows and Microsoft Office Applications).

Deliverables are due by 3:00 p.m. CST on the scheduled due date. If the deliverable date falls upon a weekend, the due date is the following working day. In accordance with the Paperwork Reduction Act of 1980 (44 USC Sub-Section 3501) contractor and the Government will make every effort to reduce forms and reports in support of CDP training. Additionally, the Government will provide appropriate electronic format applications that support the spirit and intent of The Paperwork Reduction Act of 1980.

1.11 Quality Assurance Surveillance Plan

A Quality Assurance Surveillance Plan (QASP) is provided as Section J, Attachment 2 to the solicitation. In general, the QASP sets forth the expected outcomes (objectives) of the contract, the service(s) required of the Contractor to achieve the objectives and a performance standard per outcome. Positive/negative incentives may be applied based on performance. The QASP is not an exclusive remedy and inclusion of the QASP does not preclude the Government from using any other remedy available by law or contract terms, including reductions in payment in accordance with any clause for inspection of services.

1.12 General Information

1.12.1 Workmanship. All workmanship shall meet or exceed the standards specified herein and shall be accomplished in conformance with approved and accepted standards of the industry, Page | 11

Federal, State and local standards.

1.12.2 Working Hours. For the purposes of this contract, the Government’s regular (normal) working hours for administrative staff ranges from 7:30 a.m. to 4:30 p.m. CST Mondays through Fridays, except Federal holidays and facility closures due to inclement weather. Training support staff hours vary based on instruction and individual course schedules. The contractor shall be responsible for student support activities on weekends and after normal working hours, to include bus transportation, student in-processing, emergency travel arrangements, and medical related emergencies.

1.12.2.1 The contractor shall be required to perform certain critical or continuous services as defined in the PWS, 24 hours per day, 7 days per week, and 365 days per year.

1.12.3 Federal Holidays: The contractor may be required to provide normal operating service on the following holidays if performance of work is required: New Year’s Day, Martin Luther King Jr. Day, President’s Day, Memorial Day, Independence Day, Labor Day, Columbus Day, Veteran’s Day, Thanksgiving Day, and Christmas Day.

The working hours may be extended beyond the regular hours due to maintenance support, emergency on-call services, student services support, and any other program support related to CDP’s mission and goals.

1.12.4 Emergency Planning, Response, and Recovery. Emergency situations include, but are not limited to: biological incidents, nuclear/radiological incidents, cyber incidents, hazardous material incidents, COBRATF accident/incident involving chemical agent, bomb threats, utility interruptions, fire, accident and rescue operations, labor disputes and strikes, terrorist or criminal incidents, civil disturbances and natural disasters such as earthquakes and incapacitating storms and floods. The Government must be able to respond to such events without undue delay and impact on operations. In the event of emergency situations the contractor shall provide additional labor, at the discretion of the CO/COR to protect Government property and personnel.

Contractor participation in emergency planning, response, recovery and exercises shall be mandatory regardless of scheduled contractor work.

1.12.5 The CDP is responsible for responding to emergency situations on campus. Emergency situations include, but are not limited to: threats or acts of terrorism, major disasters, weather events, COBRATF events and other emergencies outlined in the Center for Domestic Preparedness Emergency Operations Plan (EOP) under Section J, Attachment 16. All necessary equipment to adequately support and respond to such incidents shall be supplied by the Government.

1.12.5.1 In the event of an emergency situation, the training support services contractor will, at the direction of the Contracting Officer, perform work beyond the scope of the contract until the situation has been returned to normal operations. The type and quantity of resource support is dependent on the type and magnitude of event, emergency or disaster.

1.12.5.2 The training support services contractor will provide timely response and recovery support with appropriate resources to meet the requirements of the Emergency

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Operations Plan; National Response Framework (NRF); and, National Incident Management System (NIMS).

1.12.6 Hazardous Events. In the event of a hazardous situation, such as but not limited to hazardous weather events:

1.12.6.1 The contractor shall submit a contingency plan to the COR for any event that may interrupt contractual services.

1.12.6.2 Essential contractor personnel may stay free of charge on CDP premises, but is not required to do so and is only offered as a convenience by the Government on a space available basis as approved by the COR.

1.12.6.3 Unless specifically designated by the Government, contractor personnel shall not be considered “on-call” and shall be free to do their personal affairs (outside normal work hours).

1.12.6.4 Contractor personnel specifically designated by the Government as “on- call” shall be entitled to normal pay during normal working hours, or overtime pay for hours in addition to or outside of normal working hours as approved by the COR and in accordance with all applicable clauses, terms and conditions.

1.12.6.5 Provision of lodging shall not increase the Government’s financial obligation under this contract.

1.12.7 Medical Treatment. Contractor employees who suffer on-the-job injury may be initially evaluated and stabilized by CDP medical personnel. Follow-on or routine medical treatment is the responsibility of the contractor or contractor employee.

2.0 APPLICABLE DOCUMENTS

2.1 Occupational Safety and Health Administration (OSHA) Regulations

2.2 Federal Emergency Management Agency (FEMA) Directives

2.3 Environmental Protection Agency (EPA) Regulations

2.4 Department of Homeland Security (DHS) Directives

2.5 Homeland Security Presidential Directives (HSPD)

2.6 National Response Framework (NRF)

2.7 National Incident Management System (NIMS)

2.8 Alabama Department of Environmental Management (ADEM) Regulations

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2.9 Department of Transportation (DOT) Regulations

2.10 Federal Travel Regulations (FTR)

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3.0 GOVERNMENT DEFINITIONS

3.1 Definitions

Where “as shown,” “as indicated,” “as detailed” or words of similar import are used, it shall be understood that reference is made to this specification and any drawings accompanying this specification unless stated otherwise.

Where “as directed,” “as required,” “as permitted,” “approval,” “acceptance,” or words of similar import are used, it shall be understood that direction, requirement, permission, approval, or acceptance by the Contracting Officer/Contracting Officer Representative is intended unless stated otherwise.

Contract Discrepancy: A failure of the contractor to perform in accordance with contract requirements and specifications. A contract discrepancy may result from a failure of the contractor to provide, or provide on time, the required contract products or services, or it may result because delivered products or services did not meet specified contract standards.

Contract Discrepancy Notice: A formal, written documentation of contractor nonconformance or lack of performance for contracted work.

Contract Discrepancy Response: A response that the contractor is required to make when notified by a Contract Discrepancy Notice that performance is unsatisfactory.

Contract Non-Compliance: A failure of the contractor to perform in accordance with contract requirements and specifications. A contract discrepancy may result from a failure of the contractor to provide, or provide on time, the required contract products or services, or it may result because delivered products or services did not meet specified contract standards.

Contracting Officer (CO). The Contracting Officer is a person with the authority to enter into, administer, and/or terminate contracts and make related determinations and findings.

Contracting Officer’s Representative (COR). A person appointed by the Contracting Officer to monitor performance, evaluate work, provide technical direction and inspect and accept completed work for the Government.

Contractor. The term contractor as used herein refers to both the prime contractor and any subcontractors. The prime contractor shall ensure that his/her subcontractors comply with the provisions of this contract.

Contractor Representative. A foreman, supervisor, or key personnel who have been given the authority, by the contractor, to act on his/her behalf.

Corrective Action Request (CAR). A request issued by the COR or Quality Assurance Evaluators to the contractor when performance is unsatisfactory. In the case of a Quality Assurance Evaluation issuing the request, a copy will be sent to the COR. The CAR requires the contractor to explain, in writing and within five (5) days, why performance is unsatisfactory, how performance will be returned to satisfactory levels, and how reoccurrence of the problem

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Federal Acquisition Regulations (FAR): Regulations pertaining to all Federal Government contracting procedures.

Fiscal Year: A period of 12 months beginning October 1 and ending September 30 of the following year. The fiscal year is designated by the calendar year in which it ends.

Frequency of Service:

Annual (A). Services performed once during each 12-month period of the contract at intervals of 345 to 385 days.

Semi-Annual (SA). Services performed twice during each 12-month period of the contract at intervals of 160 to 200 calendar days.

Quarterly (Q). Services performed 4 times during each 12-month period of the contract at intervals of 80 to 100 calendar days.

Monthly (M). Services performed 12 times during each 12-month period of the contract at intervals of 28 to 31 calendar days.

Weekly (W). Services performed 52 times during each 12-month period of the contract at intervals of 6 to 9 calendar days.

Future Courses: Future courses will be delivered based on identified national training needs to support emergency responders involved in all hazards incidents or the improvement/conversion of existing courses. These new courses will be in concert with the five domains for the National Response Framework. They will vary from 16 – 40 contact hours in duration and may be direct, indirect, or technology based deliveries.

Government: The term Government as used herein includes the Contracting Officer and COR.

Government Furnished Property (GFP): Vehicles, equipment, tools and supplies in possession of, or acquired directly by the Government and subsequently delivered or otherwise made available to the contractor.

Government Property Administrator: An authorized representative of the Contracting Officer assigned to administer the contract requirements and obligations relating to Government personal property in the custody of a contractor.

Performance Requirements Summary (PRS). Performance requirements are defined in this contract to mean results or goals to be achieved. The requirements have been purposefully defined to give the contractor sufficient latitude in how it will achieve these results.

Personally Identifiable Information (PII). Examples of PII per the FEMA privacy office include:

name, date of birth, mailing address, telephone number, email address, zip code, FEMA Student Identification Number Database (SID), certificate/license numbers, vehicle identifiers including

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Plan of Instruction (POI). The curriculum design document that provides a general description of course content, learning objectives, duration of instruction, and methods and techniques of instruction.

Qualified Personnel. "Qualified" is defined here to mean having the requisite educational and work experience that can reasonably be expected to enable the person to perform satisfactorily under this contract.

Quality Assurance (QA). A method used by the Government to provide some measure of control over the quality of purchased goods and services received.

Quality Assurance Evaluator (QAE). An individual, who is appointed by the Contracting Officer, responsible for conducting contracting evaluations to ensure contract standards are achieved.

Quality Assurance Surveillance Plan (QASP). The Government owned document stating the methodology used to measure and evaluate contractor performance.

Quality Control. Those management functions including, but not limited to, training, procedures, inspections, and tests necessary to ensure that contractor products and services conform to contract requirements, specifications and standards.

Quality Control Plan. All necessary measures taken by the contractor to ensure that the quality of an end product or service will meet the contract requirements regarding timeliness, accuracy, appearance, and conformity to appropriate standards and specifications.

Response Time. The time allowed the contractor after initial notification of a work requirement to be physically on the premises at the work site, with appropriate tools, equipment, and materials, ready to perform the work required.

Sensitive Personally Identifiable Information (SPII). Examples of SPII per the FEMA privacy office include: Social Security Number; driver’s license numbers; biometric identifiers (e.g., fingerprints); financial account number; citizenship or immigration status; medical information;

ethnic, religious, sexual orientation or lifestyle information; performance ratings, drug test results and the fact of participation in rehabilitation programs; and account passwords in conjunction with the identity of an individual.

Training Support Package (TSP). The Training Support Package for each course includes all course material, handouts, instructor guide, reference material and other training materials required to deliver the course.

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3.2 Agency Acronyms

AFC: Alabama Fire College AQL: Acceptable Quality Level ARTC: Advanced Responder Training Complex CAP: Contractor Acquired Property CAR: Corrective Action Request CBRNE: Chemical, Biological, Radiological, Nuclear, Explosive CDP: Center for Domestic Preparedness CLIN: Contract Line Item Number CO: Contracting Officer COB: Close of Business COBRATF: Chemical Ordnance Biological Radiological Training Facility COR: Contracting Officer’s Representative COTS: Commercial Off-The-Shelf CTAS: CDP Training Administration System DB: Database Programming DHS: Department of Homeland Security DOJ: Department of Justice EOC: Emergency Operations Center EAS: Electronic Archival System EOP: Emergency Operation Plan ERP: Emergency Response Plan FAR: Federal Acquisition Regulation FEMA: Federal Emergency Management Agency FEMA SID: FEMA Student Identification Number Database FTR: Federal Travel Regulation FY: Fiscal Year GFP: Government Furnished Property GOCO: Government Owned Contractor Operated GPA: Government Property Administrator GSA: General Services Administration IACET: International Association for Continuing Education and Training IAW: In Accordance With LDD: Lost, Damaged, Destroyed IFSAC: International Fire Service Accreditation Congress LMS: Learning Management System LRC: Learning Resource Center NIMS: National Incident Management System NLT: No Later Than NMT: No More Than NPD: National Preparedness Directorate NRF: National Response Framework NTF: Noble Training Facility NTED: National Training and Education Directorate PA: Performance Area PII: Personally Identifiable Information PKEMRA: Post-Katrina Emergency Management Reform Act

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PMC: Personnel Mobilization Center PRS: Performance Requirement Summary PWS: Performance Work Statement QA: Quality Assurance QAE: Quality Assurance Evaluator QASP: Quality Assurance Surveillance Plan SDS: Safety Data Sheet SBU: Sensitive But Unclassified SPII: Sensitive Personally Identifiable Information TSP: Training Support Package

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4.0 GOVERNMENT FURNISHED FACILITIES, PROPERTY, EQUIPMENT,

MATERIAL AND SERVICES

4.1 Government Furnished Property (GFP), Equipment and Material

In accordance with the "Government Furnished Property Clause,” the contractor shall utilize all Government owned facilities, equipment, materials, and utilities in connection with this contract.

Facilities, equipment, material and utilities provided by the Government will be used only for performance of work related to this contract. The Government will provide telephone service to support training activities. The Government will provide vehicles for contract support (Section J, Attachment 17). The Government will provide all office furniture, such as desks, chairs, file cabinets and computer/office automation equipment, such as computers, printers, scanners, facsimile machines, audio/video equipment and copiers. A complete listing of GFP is provided in Attachment 18.

The Government will provide all physical facilities for classroom and exercise instruction. The contractor shall provide an updated listing on an annual basis as scheduled by the Government Property Administrator (GPA) or when receipts and transfers warrant an update. The annual report shall include:

Contract Number and Contractor Name Property Number Property Nomenclature, Serial Number and Model Number

4.1.1 The contractor is directly responsible and accountable for all Government property in their possession in accordance with the requirements of this contract and FAR Part 45; this also includes Government property in the possession or control of a subcontractor. The contractor shall establish and maintain a written property control plan to control, protect, preserve and maintain all Government property within their responsibility.