70FA6019I00000002_(FEMA_CERC_Draft_PWS)_FBO_-_14_November_2018.pdf

Performance Work Statement – Community Engagement and Risk Communication (CERC) Services

Federal Emergency Management Agency Federal Insurance and Mitigation Administration Risk Management Directorate

Performance Work Statement – Community Engagement and Risk Communication Services

Table of Contents

I. DESCRIPTION & PURPOSE OF REQUIREMENT

II. ORGANIZATIONAL & PROGRAMMATIC BACKGROUND

A. Federal Emergency Management Agency (FEMA) Strategic Plan

B. National Mitigation Investment Strategy

C. Federal Insurance and Mitigation Administration (FIMA)

D. Risk Management Directorate (RMD)

E. Risk Mapping, Assessment, and Planning (Risk MAP) Program

F. RMD Provider Overview

G. Cooperating Technical Partners (CTPs)

H. Universal Objectives

I. Operational Environment Applicable to CERC

III. VISION FOR SUCCESSFUL CERC SUPPORT

IV. PERFORMANCE REQUIREMENTS

V. PERFORMANCE STANDARDS &METRICS

VI. DELIVERABLES

VII. PERIOD & PLACE OF PERFORMANCE

VIII. KEY PERSONNEL

IX. OTHER DIRECT COSTS

X. GOVERNMENT FURNISHED

XI. SECURITY REQUIREMENTS

I. DESCRIPTION & PURPOSE OF REQUIREMENT

The Federal Emergency Management Agency (FEMA), Federal Insurance and Mitigation Administration (FIMA), Risk Management Directorate (RMD) requires strategic and risk communication, mitigation planning, behavioral science, and partnership services to assist with delivering Community Engagement and Risk Communications (CERC) requirements.

RMD is a catalyst for a safer nation. As such, the Directorate implements several programs including the Risk Mapping Assessment and Planning (Risk MAP) Program, the National Dam Safety Program, the Levee Safety Program, the Natural Hazards Risk Assessment Program (NHRAP), the Building Sciences Program, National Earthquake Hazards Reduction Program (NEHRP), and the Actuarial Sciences Program. RMD engages and provides actionable information to empower and motivate communities to understand and own their risk. Under this procurement, CERC services will support all RMD programs, this will better synchronize communications and engagement across the Directorate.

RMD has operated Risk MAP Program since 2009. Through collaboration with federal, state, local, tribal, and private entities, Risk MAP delivers quality data that increases public awareness and leads to actions that reduce risk to life and property. RMD seeks to empower stakeholders with a comprehensive understanding of risk in a way that compels and drives risk reduction.

Risk MAP combines flood hazard mapping, risk assessment tools, and hazard mitigation planning into one program. This integrated program encourages partnerships and innovative uses of flood hazard and risk assessment data in order to build more resilient communities. While flooding is the primary focus of Risk MAP, FEMA actively encourages an all-hazards approach and is focused on enhancing the usability and value of natural hazard risk information. This approach leads to an increase in the public’s understanding of risk and communities reducing the risk to life and property.

Achieving Risk MAP’s goal of reducing the Nation’s vulnerability to risk requires that individuals, the private sector, non-profit organizations, academia, and all levels of government understand how mitigation investments reduces their risk and that they are incentivized to take action.

At every level, partnerships must be built upon clear, consistent communication. The partnership must work to raise understanding of their community’s flood risk, build their capability to communicate that risk to the people they serve, and deliver mitigation options tailored to their community’s needs, capabilities, and values. Risk MAP’s community engagement approach outlines a series of important “touchpoints” that occur during each Risk MAP project from the time that FEMA sequences a project through the final community meeting.

At the national level, FEMA aims to lead a conversation that increases the public’s appetite for mitigation, through: the adoption of a common vocabulary for risk and mitigation, the development and use of behavioral science backed communications approaches, strategic partnerships, and effectively identifying and replicating best practices across all ten FEMA regions.

II. ORGANIZATIONAL & PROGRAMMATIC BACKGROUND

FEMA is a component of the Department of Homeland Security (DHS). FIMA is a subcomponent of FEMA and falls under Resilience.

https://www.fema.gov/risk-mapping-assessment-and-planning-risk-map https://www.fema.gov/national-dam-safety-program https://www.fema.gov/building-science https://www.fema.gov/building-science https://www.fema.gov/national-earthquake-hazards-reduction-program

A. Federal Emergency Management Agency (FEMA) Strategic Plan

The FEMA Strategic Plan 2018-2022 creates a shared vision for the field of emergency management and sets an ambitious, yet achievable, path forward to unify and further professionalize emergency management across the country. We invite all of our stakeholders and partners to also adopt these priorities and join us in building a stronger Agency and a more prepared and resilient Nation.

This Strategic Plan was developed with input from our external partners – state, local, tribal, and territorial governments, non-governmental organizations, and the private sector – as well as FEMA employees from offices and directorates across the agency. We listened, and the feedback we received contributed to our Strategic Goals, Strategic Objectives, and overall vision for FEMA over the next five years.

The Strategic Plan sets out three overarching Strategic Goals:

• Build a Culture of Preparedness o Every segment of our society, from individual to government, industry to philanthropy, must be encouraged and empowered with the information it needs to prepare for the inevitable impacts of future disasters.

• Ready the Nation for Catastrophic Disasters o FEMA will work with its partners across all levels of government to strengthen partnerships and access new sources of scalable capabilities to quickly meet the needs of overwhelming incidents.

• Reduce the Complexity of FEMA o FEMA must continue to be responsible stewards of the resources we are entrusted to administer. We must also do everything that we can to leverage data to drive decision-making and reduce the administrative and bureaucratic burdens that impede impacted individuals and communities from quickly receiving the assistance they need.

B. National Mitigation Investment Strategy

After Hurricane Sandy, the Government Accountability Office (GAO) identified a need for a coordinated, federal government-wide investment strategy for resilience and mitigation that reduces the nation’s exposure to future losses from disasters. In 2016, the federal government initiated a National Engagement Period and started taking stakeholder input to support its Federal Mitigation Investment Strategy (FMIS) Concept. Based on stakeholder comments, the Mitigation Framework Leadership Group (MitFLG) transformed the FMIS concept from a solely federally focused concept to a document of national significance. The nationally focused mitigation investment strategy considers and recommends actions reflecting input and involvement from, and benefits for, all national stakeholders involved in disaster resilience, including federal, state, tribal, territorial, local and private organizations, and the public. With the National Mitigation Investment Strategy (NMIS), there is an opportunity to be more intentional about setting resilience and mitigation investment priorities. The new strategy will increase the ability of federal departments and agencies to incorporate mitigation for disaster resiliency into plans for using resources and justifying budgets. For the first time on a national scale, the federal government will be encouraged to, on a much broader scale, plan, spend and use its resources specifically to reduce disaster losses in the future.

In January of 2018, FEMA released the draft NMIS. The draft makes a series of recommendations, organized by six desired outcomes which – if met – could result in a nation better equipped for, and less vulnerable to, natural hazards. The draft NMIS provides a national https://www.fema.gov/strategic-plan https://www.fema.gov/media-library/assets/documents/116787 approach to investments in mitigation activities and risk management across federal, state, local, tribal, and territorial governments, and the private and non-profit sectors.

C. Federal Insurance and Mitigation Administration (FIMA)

FIMA manages the National Flood Insurance Program (NFIP) and a range of programs designed to reduce future losses to homes, businesses, schools, public buildings, and critical facilities from floods, earthquakes, tornadoes, and other natural disasters.

Mitigation focuses on breaking the cycle of disaster damage, reconstruction, and repeated damage. Mitigation efforts provide value to the American people by creating safer communities and reducing loss of life and property. Mitigation includes such activities as:

• Complying with or exceeding NFIP floodplain management regulations.

• Enforcing stringent building codes, flood-proofing requirements, seismic design standards and wind-bracing requirements for new construction or repairing existing buildings.

• Adopting zoning ordinances that steer development away from areas subject to flooding, storm surge or coastal erosion.

• Retrofitting public buildings to withstand hurricane-strength winds or ground shaking.

• Acquiring damaged homes or businesses in flood-prone areas, relocating the structures and returning the property to open space, wetlands or recreational uses.

• Building community shelters and tornado safe rooms to help protect people in their homes, public buildings and schools in hurricane- and tornado-prone areas.

The mission of FIMA is to create safer communities by reducing loss of life and property; enable individuals to recover more rapidly from floods and other disasters; and lessen the financial impact of disasters on the Nation. This is accomplished through three primary objectives:

• Analyze Risk – Determining the impact of natural hazards that lead to effective strategies for reducing risk.

• Reduce Risk – Reducing or eliminating long-term risk from hazards on the existing built environment and future construction.

• Insure for Flood Risk – Reducing the impact of floods on the Nation by providing flood insurance.

D. Risk Management Directorate (RMD)

FIMA is comprised of four directorates: Risk Management, Mitigation, Federal Insurance, and Fund Management. Additionally, there is the Office of Environmental Planning and Historic Preservation (OEHP) and the Office of the Flood Insurance Advocate (OFIA). RMD’s primary function is delivering quality risk data, modeling and programs that increase the public’s awareness of risk across the range of natural hazards and leads to actions that reduce risk to life and property.

RMD is a catalyst for a safer nation. As such, the Directorate implements several programs including the Risk MAP Program, the National Dam Safety Program, the Levee Safety Program, NHRAP, the Building Sciences Program, NEHRP, and the Actuarial Sciences Program. RMD engages and provides actionable information to empower and motivate communities to understand and own their risk.

The CERC provider will have the capacity and program understanding to support all of the RMD programs by providing tailored communications counsel and developing appropriate products.

Communications across the Directorate will be consistent and coordinated to ensure a singular voice that supports all programs and leverages engagements and resources effectively.

E. Risk Mapping, Assessment, and Planning (Risk MAP) Program

The primary tool for identifying the flood hazard is a flood map. The NFIP established the flood mapping program which was expanded in 2003 with the Flood Map Modernization effort. In order to leverage the successes of Map Modernization and further enhance the usability and value of flood hazard mapping, FEMA developed the Risk MAP program in 2009. Risk MAP combines flood hazard mapping, risk assessment tools and Hazard Mitigation Planning into one seamless program. The intent of this integrated Risk MAP program is to encourage beneficial partnerships and innovative uses of flood hazard and risk assessment data in order to maximize flood loss reduction.

The vision for Risk MAP is to deliver quality data that increases public awareness and leads to action that reduces risk to life and property. Risk MAP assesses flood hazards and flood risk in support of the NFIP and delivers flood hazard and risk products to local governments, the real estate and lending industries, and other stakeholders.

The objectives are to:

• Assess Nation’s flood risk and use this information to increase public awareness of risk. This consistent, quantitative flood risk assessment will be used to track progress toward reducing flood risk and to target resources.

• Increase public awareness of risk from natural hazards and establish a baseline of local knowledge and understanding of risk management concepts.

• Ensure 80 percent of the Nation’s flood hazards are current – the flood hazard data are new, have been updated, or deemed still valid.

o Provide updated flood hazard data for 100 percent of the populated coastal areas in the

Nation. This data originates as part of the work required within the Production and Technical Services (PTS) contract, but the Customer and Data Service (CDS) contract is responsible for housing it.

o Evaluate levee status information to ensure the appropriate flood hazards are depicted on Digital Flood Insurance Rate Maps for counties with levees, including those impacted by expiring Provisionally Accredited Levee status.

• Continue to meet statutory requirements of the NFIP through assessing on a watershed basis, the need to revise and update all floodplain areas and flood risk zones identified, delineated, or established.

The goals include:

• Goal 1: Address gaps in flood hazard data to form a solid foundation for flood risk assessments, floodplain management, and actuarial soundness of the NFIP.

• Goal 2: Ensure that a measurable increase of the public’s awareness and understanding of risk management results in a measurable reduction of current and future vulnerability to flooding.

• Goal 3: Lead and support states, local and tribal communities to effectively engage in risk-based mitigation planning resulting in sustainable actions that reduce or eliminate risks to life and property from natural hazards.

• Goal 4: Provide an enhanced digital platform that improves management of limited Risk MAP resources, stewards information produced by Risk MAP, and improves communication and sharing of risk data and related products to all levels of government and the public.

• Goal 5: Align Risk Analysis programs and develop synergies to enhance decision-making capabilities through effective risk communication and management.

Risk MAP is designed to support communities with their implementation of another element of the NFIP-- floodplain management. If communities participate in the NFIP by actively managing their flood risk, flood insurance will be available to their citizens. Flood insurance helps communities and individuals financially recover from floods. The NFIP sells and administers Standard Flood Insurance Policies in two ways:

1. Through an arrangement with private Write Your Own (WYO) insurance companies (under authority of 44 CFR Section 62.23); and

2. Through a contract with an entity that directly sells and services NFIP policies, the NFIP

Direct Servicing Agent (DSA).

F. RMD Provider Overview

Between 2008 and 2014, FEMA crafted an acquisition strategy to optimize stakeholder acceptance; deliver results using an enabling vision; ensure needed flexibility and adaptability exists; facilitate smooth and seamless transition; and provide innovation with problem solving capabilities to meet the challenges facing Risk MAP program and related NFIP programs. This strategy involved a restructuring of the business model where a National Service Provider provided program management, customer service and many other services required to run the overall effort. The approach currently includes establishing separate contracts to provide five groupings of services:

• Program Management (PM)

The PM provider delivers program management support services to the Risk MAP program and Risk Management Directorate. The CERC provider is expected to collaborate with the PM provider to inform executive communications, engagement calendars, the RMD risk register, conference support, disaster messaging, and other products within the scope of the PM contract.

• Customer & Data Services (CDS)

The CDS provider is Risk MAP’s Information Technology (IT) provider and responsible for the program’s primary systems and IT services: FEMA Flood Map Service Center (MSC), Mapping Information Platform (MIP), FEMA Map Information eXchange (FMIX), FEMA Web and Data Services, and the FEMA Engineering Library. The CERC provider is expected to collaborate with CDS to provide public messaging in support of IT enhancements, post content to FEMA.gov, 508 services (i.e., making documents 508 compliant) to assist the regions in posting some of their content from other sources onto FEMA.gov, and assist the Regions in planning out content for the web sites.

• Production and Technical Services (PTS)

The PTS provider delivers architect and engineering services for the Risk MAP program.

PTS supports map development, Risk MAP meetings, and communicating the technical information related to mapping. The PTS provider is the technical expert and provides subject matter expertise communications support and review of materials. There is also integration required for meeting and conference support, outreach materials, and controlled correspondence responses.

• Community Engagement and Risk Communication (CERC)

The current CERC support contract is expiring and the subject of this acquisition. This acquisition is for the CERC provider only; CDS, PM, PTS, and MT-1 providers are not a part of this acquisition.

• Letter of Map Amendment (MT-1)

The MT-1 process allows property owners to submit property-specific information to FEMA to obtain a definitive determination of the flood zone designation for a property, to clarify whether mandatory purchase of a flood insurance policy is required. It specifically includes processing services for Letters of Map Amendment (LOMAs); Letters of Map Revision Based on Fill (LOMR-F); Conditional Letters of Map Amendment (CLOMAs); Conditional Letters of Map Revision Based on Fill (CLOMR-Fs); and Letters of Determination Review (LODR) in support of the FEMA Risk MAP Program. The coordination with the MT-1 provider typically is related to ensuring technical accuracy in CERC-led activities and materials and determining communication and messaging needs across MT-1 operations.

G. Cooperating Technical Partners (CTPs)

In addition to contract support, FEMA has developed and rigorously supported the Cooperating Technical Partners (CTP) Program. The CTP Program is an innovative approach to creating partnerships between FEMA and participating NFIP communities, regional agencies, state agencies, tribes, and universities that have the interest and capability to become more active participants in the FEMA flood hazard mapping program. The CTP program will continue to be enhanced to involve all aspects of Risk MAP with capable partners.

CTPs have various communications capabilities and desires. The CERC provider will be able to augment and/or support various CTPs, at the direction of the appropriate Region. This support will be similar to support provided to the Region, primarily counsel and potentially product development and engagement support.

H. Universal Objectives

While each of the five requirements within Risk MAP is supported by a separate contract, the success or failure of total program success will hinge on the interaction and cooperation of all contractors working as a team to ensure the smooth, seamless flow of information to all stakeholders and partners, both internal and external, and a comprehensive, coordinated approach to provide information AND services to customers at all levels. It is the responsibility of these contractors to participate as team members with all other contractors. To this end, RMD has established Universal Objectives for Risk MAP contractors, which are:

Universal Objective A: Leverage technology, relationships, and mutual interests across the public and private sectors to improve project delivery, data interoperability, consistency and effectiveness in order to increase risk awareness, leading to citizens and communities taking mitigation action to substantially reduce risk to life and property and increase the Nation’s resilience to natural hazards.

Universal Objective B: Provide a high level of cooperation and integration across all FIMA contractors, ensuring seamless and integrated program delivery and advance the ability for FIMA to easily exchange data across the Enterprise. Support the Customer Experience strategy of offering an informed, relevant and unified servicing approach for all FIMA stakeholders. Offer subject matter expertise as required (e.g. business requirements, training development, authors, committees, etc.).

Universal Objective C: Implement sound program management practices to enable reliable and efficient operations, support of FIMA Governance structures, and forward-thinking innovation throughout FIMA.

Universal Objective D: Promote integration with FIMA, FEMA, DHS, and Other Federal Agencies’ programs.

I. Operational Environment Applicable to CERC

The Risk Management Directorate awarded the initial CERC services contract in January 2015 with the primary intent of improving community engagement during the map production process, leveraging behavioral science to improve risk communications, and increasing understand of flood risk based on the flood hazard mapping program. While that requirement remains, RMD has since clarified its ultimate goal through a number of guiding documents. CERC services are being expanded beyond Risk MAP support to allow for support to all RMD programs in an effort to better synchronize communications and engagement across the Directorate. There is increased focus on driving risk reduction activities rather than prioritizing increasing risk understanding, this is in line with a shift in RMD priorities. RMD is prioritizing synchronization across Regional offices to ensure that best practices and work is being leveraged across the Agency, this will create a more efficient organization and reduce redundancy. There is focus on empower partners and stakeholders to own more risk communications and risk reduction activities.

In 2017, FIMA set the ambitious goals of doubling flood insurance coverage and quadrupling mitigation investment by 2022. These goals are known as the FIMA Moonshots. The Moonshots are reflected in the 2018 - 2022 FEMA Strategic Plan which provides a framework for supporting the United States, before, during and after disasters and improving the Agency’s execution of its fundamental mission of helping people. The Risk Management Directorate is leading the effort to catalyze investments that reduce risk, including pre-disaster mitigation, and reduce disaster costs at all levels (Strategic Objective 1.1) and support the Federal Insurance Directorate leading the effort to close the insurance gap (Strategic Objective 1.2).

FEMA is in the process of developing a baseline measure and approach for tracking progress against the mitigation moonshot. However, many of the most effective strategies for capturing mitigation action are difficult to quantify. A successful CERC provider must understand the suite of mitigation actions available to individuals and communities, understand how best to drive them to action, and support RMD in delivering these strategies at the local and national level regardless of how easily they are quantified.

In calendar year 2019, RMD’s communications team and the CERC provider will focus on:

• Building a capability to gather and display customer feedback for critical Risk MAP customer touchpoints (ForeSee) https://www.fema.gov/media-library-data/1533052524696-b5137201a4614ade5e0129ef01cbf661/strat_plan.pdf https://www.foresee.com/

• Exploring the development of a national campaign to make mitigation a household name

• Empowering SLTT and NGO partners and stakeholders to communicate risk and drive risk reduction activities through customer-centric language, materials, and outreach

III. VISION FOR SUCCESSFUL CERC SUPPORT

Successful CERC support will advance the Agency’s objectives of catalyzing investments that reduce risk and closing the insurance gap. This PWS aims to improve the RMD and the Risk MAP program’s stakeholder experience by:

• Delivering messages in plain language that raise risk awareness and drive mitigation investment (Tasks 1-6);

• Leveraging behavioral science concepts and resources to effectively communicate and engage with stakeholders on risk education and risk reduction (Tasks 1 & 2);

• Unifying Risk MAP, RMD, and other FIMA messaging to encourage pre-disaster mitigation actions and post-disaster decision making, including mitigation planning, the adoption of higher building codes, and other risk reduction activities (Tasks 1-4);

• Delivering on strategies to increase comprehensive risk awareness and cultivate high value partnerships that are best positioned to advance our objectives and empower our partners (Tasks 1, 2, & 4);

• Collaborating well with FID to speak to our customers with a single voice and identify opportunities to leverage RMD and Risk MAP communications in support of closing the insurance gap (Tasks 1, 2, & 4);

• Creating a demand for risk education and risk reduction from the public (Tasks 1-6); and

• Effectively identifying and replicating best practices, shared resources, and products across all ten FEMA Regions (Tasks 2 & 5).

IV. PERFORMANCE REQUIREMENTS

The scope of work required by this PWS is detailed within this section. The performance requirements are separated into X Task Areas that align to the Risk MAP program’s Work Breakdown Structure (WBS). Within each Work Area, there are various Tasks identified. The number of Tasks identified in a Work Area is based on the specific support needs of that Work Area.

Task 1 – Design and Implement Effective CERC Strategies

(The approximate level of effort estimated for this Objective is X% based on total estimated value of the requirement. This estimate is for solicitation purposes only.)

The purpose of this Task is to promote the design and implementation of CERC strategies and best practices aligning with the mission of RMD. In support of this Task, the Contractor shall:

• RAD.RM.CERC - Assist FEMA, and coordinate with the PM Contractor, to update and maintain a National Outreach and Risk Communication Strategy, incorporating Government furnished data and information. This will include specific focus on coastal and levee projects, implementation of the National Flood Insurance Program Reform Act, and other key program issues; such as, future conditions, Mitigation Planning, building codes, National Hazards Risk Assessment Program (NHRAP), and National Dam Safety Program elements, as needed. Information on the current National Outreach Strategy is available in the Virtual Library in the Program Area D folder.

• RAD.RM.CERC.PO - At the National and Regional level, design and implement community engagement strategies, products, tools, and templates for communities for the entire Risk MAP lifecycle process.

o Information on the current strategies, tools, and templates is available in the Virtual Library in the Program Area D folder.

• RAD.RM.CERC.MS - Research, share, and utilize industry best practices demonstrating where successful community engagement has driven actions, especially risk reduction actions. Identify and adapt these best practices to support FEMA Regions or stakeholders in tailoring appropriate best practices for use.

• RAD.RM.CERC.CS - Assist FEMA in the empowering communities and the public to reduce their risk, including the development of means to measure successful use of products to reduce risk.

• RAD.RM.CERC.PO - Assist FEMA with the assessment, refining, and development of non-regulatory risk products to improve their effectiveness.

• RAD.RM.CERC.CS - Prepare new, refine existing, and deliver web-based and local training to internal and external stakeholders (on provider or Government facilities) on RMD topics.

• RAD.RM.CERC.PO - Maintain and continue development of a video series geared to explaining flood hazard mapping, mitigation planning, building codes, risk and hazard information, and other RMD programs in plain language to improve understanding.

• RAD.RM.CERC.PO – Explore, develop, and maintain risk visualization tools that use technology and behavioral science to increase risk and hazard understanding and drive risk reduction action, including maintenance and delivery of the of the IMMERSED product.

• RAD.RM.CERC.MS - Provide subject matter expert (SME) support to assist with the design, implementation, communication, and/or management of new and revised requirements, processes, and procedures resulting from the FEMA Strategic Plan, Presidential Policy Directive- 8 (PPD-8), the National Mitigation Framework (NMF), the National Disaster Relief Framework (NDRF), the NMIS, Guides and Standards, and other statutory, legislative, and regulatory changes impacting the Risk MAP program.

• RAD.RM.CERC.MS - Provide mission support (e.g. meeting preparation, status reports, serve as a liaison between Regional staff and CERC project staff, etc.) to each Region to ensure consistent and comprehensive planning, coordination, and management of Risk MAP projects. In addition, support the Regions in understanding and implementing regionally-tailored approaches to national CERC strategies.

http://www.fema.gov/immersed

• RAD.RM.CERC.MS - Maintain and improve the CERC Playbook, a guide for FEMA Regional staff to communicating flood hazard mapping projects using best practices and behavioral science knowledge.

• RAD.RM.CERC.PO - Prepare the monthly Congressional Notification regarding mapping project updates, as required under the Biggert-Waters Flood Insurance Reform Act of 2012 as well as any new congressional notification required under future legislation.

Task 2 – Increase Resilience; Deliver Effective CERC support at the Regional and Project Level to Increase Awareness and Achieve Mitigation Actions

(The approximate level of effort estimated for this Objective is X% based on total estimated value of the requirement. This estimate is for solicitation purposes only.)

The purpose of this Task is to promote the use of RMD products and services at the national, regional, and local level to increase risk awareness and understanding, promote risk ownership, and empower communications and actions to understand and reduce risk. In support of this Task, the Contractor shall:

• RAD.RM.CERC.PO - At the Regional level, provide support to FEMA in preparing for and conducting discovery, resilience, flood risk review, and Community Consultation Officer / flood risk open house meetings, delivering integration and consistency. The support provided must be tailored to the requirements of each project (e.g. location, capabilities, approach, skill sets needed, participation of CTPs, etc.)

• RAD.RM.CERC.CS - Support education of local communities and other partners on the value of risk data and explain opportunities for integration and use with other programs and activities through various means such as webinars, workshops, demonstrations, etc.

• RAD.RM.CERC.CS - Incorporate and communicate Government furnished data and information from CTPs, PTS Contractors, and other sources in support of projects. Data delivery and timeframes will be coordinated on a project by project basis in coordination with the Government.

• RAD.RM.CERC.PO - Use risk communication leading practices and behavioral science to effectively educate stakeholders on hazard and risk information and how to take action to reduce the risk.

• RAD.RM.CERC.PT - Identify, leverage, and empower partners to communicate hazard and risk information and act to reduce the risk.

• RAD.RM.CERC.PT - Coordinate with Regions, CTPs, and PTS Contractors to ensure appropriate regulatory and non-regulatory data and products are provided to communities utilizing customized community specific strategies and in a way that is effective for understanding in the community.

• RAD.RM.CERC.MS - Deliver data (e.g. project plan, captured unmet needs, etc.), as needed, to PTS, PM, and CDS Contractor(s) for input into various management systems (e.g. Coordinated

Needs Management System, Mapping Information Platform, Map Service Center, National Flood Hazard Layer Viewer, etc.)

• RAD.RM.CERC.PO - Provide support for rapid disaster response and recovery communications and engagement, as requested by the Government, to facilitate understanding of impact, and drive resilient recovery. Where possible and appropriate, incorporate data into Risk Analysis programs and improve program delivery in post-disaster environments.

• RAD.RM.CERC.PM - Educate regional staff and assist in employing CERC playbook strategies in regional work

• Identify, capture, and adapt best practices and lessons learned from other RMD projects regardless of Region or FEMA component to find program efficiencies and build upon existing work. Ensure there is no duplication of work and that opportunities to identify and create templates or standard processes are executed to provide standardized materials and approaches across programs and geographies.

Task 3 – Provide Mitigation Planning Support Service

(The approximate level of effort estimated for this Objective is X% based on total estimated value of the requirement. This estimate is for solicitation purposes only.)

The purpose of this Task is to promote the use of RMD products and services at the national, regional, and local level to increase risk awareness and understanding, promote risk ownership, and empower communications and actions to provide mitigation planning and support services. In support of this Task, the Contractor shall:

• RAD.RM.MP - Provide mitigation planning technical assistance (subject matter expertise), plan reviews, and provide training to stakeholders preparing Mitigation Plans and technical support to FEMA planning staff. Technical assistance subjects include land use planning, hazard mitigation planning with state, local, tribal, and territorial (SLTT) governments.

• RAD.RM.MP.TS - Support National Mitigation Planning staff with the development and dissemination of guidance documents, toolkits, handbooks, etc.

• RAD.RM.CERC.PO - Communicate the importance of mitigation planning in building resilient communities and empower communities to incorporate mitigation planning into their development, public works, infrastructure, etc. planning.

• Improve the integration of mitigation planning into existing Risk MAP touchpoints

Task 4 – Assist FEMA to Develop, Maintain, and Strengthen Mutually Beneficial Partnerships:

(The approximate level of effort estimated for this Objective is X% based on total estimated value of

The purpose of this task is to assist RMD to develop, maintain, and strengthen beneficial partnerships with a wide range of entities including other FEMA components; federal, state, local, tribal, and territorial agencies; other Contractors; non-governmental organizations, private sector organizations, and other stakeholders in order to increase understanding of risk and hazard information and drive risk reduction activities. In support of this Task, the Contractor shall:

• RAD.RM.CERC.PT - Provide subject matter expert support to enable the continued development of the CTP Program, as well as the enhancement and augmentation of the skills and capabilities of CTPs and other internal and external partners. Information on the current CTP program is available in the Program History section, as well as http://www.fema.gov/cooperating-technical-partners-program/cooperating-technical-partners-program.

• Promote the alignment of RMD activities with the functions of state and other federal agencies (e.g. aligning flood hazard mapping project and Hazard Mitigation Plan update schedules) to maximize efficiency and effectiveness of risk identification and reduction efforts.

• RAD.RM.CERC.PT - Provide support to FEMA (e.g. conference attendance and preparation, meeting facilitation, etc.) in coordinating with nongovernmental organizations such as the Association of State Floodplain Managers (ASFPM), the National Association of Flood and Stormwater Management Agencies (NAFSMA), the American Planning Association (APA), the National Association of Counties (NACO), etc.

• RAD.RM.CERC.PT - Support, maintain, and continue development of the Resilient Nation Partnership Network (RNPN), which is a partnership network managed by RMD. It currently consists of approximately 160 organizations spanning the private sector, SLTTs, Non- Governmental Organizations (NGOs), Other Federal Agencies (OFAs), and various associations.

Required support includes the Annual Forum, quarterly calls, and Lunch & Learn sessions. The goal of the RNPN is to foster collaboration and coordination across partners to increase risk understanding and drive risk reduction by leveraging the wide range of resources, expertise, and other capabilities of partners.

Task 5 – Provide Program Management and Subject Matter Expertise in Support of RMD:

(The approximate level of effort estimated for this Objective is X% based on total estimated value of

RAD.RM.CERC.PM - The contractor shall implement sound program management practices for the contract to enable reliable and efficient operations, support of FIMA Governance structures, and forward-thinking innovation throughout RMD programs. In addition, provide CERC subject matter expertise to program-wide initiatives such as information technology business and technical requirements development, business and operations architecture, policy analysis, Guides and Standards, information technology and data management, geographic information systems (GIS), programmatic technical working groups (e.g. the Engineering and Mapping Integrated Project Team and its subgroups), Letters of Map Change, and the universal objectives listed below. The SME support in this Objective will support efforts primarily lead by other providers, and should be considered separate from the required efforts and coordination with other parties that is required in Objectives 1 through 4 above to accomplish CERC led processes and projects.

Task 6 – Controlled Correspondence:

http://www.floods.org/ http://www.nafsma.org/ http://www.planning.org/ http://www.naco.org/

(The approximate level of effort estimated for this Objective is X% based on total estimated value of

RAD.RM.CERC.MS – The contractor shall prepare special and controlled correspondence (e.g.

Congressional Responses), as well as project specific outreach materials and, as needed, provide support and information to the FEMA Map Information Exchange (FMIX) for approximately one hundred (100) phone calls or emails per year.

Task 7 – Contract Transition:

(The approximate level of effort estimated for this Objective is X% based on total estimated value of the requirement. This estimate is for solicitation purposes only.)

Subtask 1 – Transition In RAD.RM.TM - The contractor shall complete the successful transfer of business and technical knowledge from the incumbent contractor to the incoming contractor (“CERC Provider”). The transition-in period of performance will be 45 calendar days.

The scope of services performed by the contractor during the transition-in period include:

Business and Technical Knowledge Transfer RAD.RM.TM - The outcome of this requirement is to effect full contract transition, with activities that will likely span the full extent of the transition-out period. The transition shall include all technical details and business operations details needed to assume and perform full operation of the services currently provided by the incumbent Contractor – at or above current service levels – through the current CERC contract. The scope areas to be transitioned are:…

Subtask 2 – Transition Out

RAD.RM.TM - The contractor shall provide the Government with a contract Transition-out Plan, in accordance with the Deliverables Section articulated below. Technical direction will be provided to direct the specific needs of this Plan.

The scope of services performed by the contractor during the transition-out period include:…

V. PERFORMANCE STANDARDS &METRICS

The table below specifies performance metrics with corresponding performance standards, surveillance methods, and incentives. These metrics apply to all work performed within each of the X Tasks. The RMD COR will document high quality performance and ensure it becomes part of the Contractor's past performance record, which will be entered at least annually into CPARS.

Performance Metric Performance Standard

Method of Surveillance

Frequency

VI. DELIVERABLES

The table below specifies the range of deliverables that may be required for each period of performance within the Task Order. All deliverables are due to the designated individual by the due date stated. The program office then has approximately 10 business days to review the deliverable and request edits, if needed, from the Contractor. The Contractor will then have 5 business days to make the necessary revisions and resubmit the deliverable. The revised document will be reviewed and discussed prior to acceptance by the Government. If the Contractor does not receive comments from the Government by the stated deadline, acceptance can be assumed. Deliverables may be delivered in electronic format using Microsoft or Adobe products.

Some of these deliverables could be shared with other FEMA stakeholders.

Task 1 Task Deliverable Frequency National Outreach Strategy National Outreach Strategy Updated twice per year Monthly F4 Report Status Report Monthly Best Practices Report Best Practices Update Quarterly

Task 2 Task Deliverable Frequency Training Plan Training Program

Implementation Plan Twice per year

Task 4

Resilient Nation Partnership Network Progress Report

Resilient Nation Partnership Network Progress Report

Quarterly

Resilient Nation Partnership Nation Monthly Roundup

Resilient Nation Partnership Nation Monthly Roundup

Monthly

Task 5

National Discovery Data Coordination Procedure SOP

National Discovery Data Coordination Procedure SOP

Annually

Task 6

Controlled Correspondence Report

Controlled Correspondence Summary Report

Monthly

Notice to Congress Notice to Congress: Update on Flood Mapping

Monthly

VII. PERIOD & PLACE OF PERFORMANCE

As determined by the Government, the Contractor is allowed limited access to the following government facilities: FEMA Headquarters located in Washington, DC and the 10 FEMA Regions located in Boston, MA (Region 1), New York, NY (Region 2), Philadelphia, PA (Region 3), Atlanta, GA (Region 4), Chicago, IL (Region 5), Denton, TX (Region 6), Kansas City, MO (Region 7), Denver, CO (Region 8), Oakland, CA (Region 9) and Bothell, WA (Region 10).

The Government may require that the Contractor access government facilities in support of meetings on any day and may require sporadic access to government space depending on project requirements.

Per the work dictated by this PWS, the Government requires access to Contractor facility space in order to support designated conferences and meetings. Therefore, the Contractor shall, as necessary, provide appropriate sized facilities for each occurrence.

For controlled correspondence activities, one provider staff shall be located at FEMA Headquarters each day that the government is performing regular operations.

The Government intends to award a … as a result of this solicitation. The period of performance will consist of one (1) 12-month base year and four (4) 12-month option years.

VIII. KEY PERSONNEL

Before replacing any individual designated as Key by the Government, the contractor shall notify the Contracting Officer (CO) no less than fifteen (15) days in advance, submit written justification for replacement, and provide the name and qualification for any proposed substitute(s). All proposed substitutes shall possess qualification equal to or superior to those of the person being replaced. The contractor shall not replace Key Personnel without written acknowledgment from the CO.

Note: The Government may designate additional Contractor personnel as Key at the time of award.

The following contractor personnel are designated as Key for this requirement:

• Program Director

• Deputy Program Director

• Regional Director

• Special Projects Director

• National Outreach Director

• Program Management Director

IX. OTHER DIRECT COSTS

A. Conference Related Expenses

The Government will reimburse expenses incurred by the Contractor in support of conference planning and execution, to include: conference fees, audio and video (AV) and other equipment rentals, and any necessary property rentals (e.g. tables and chairs if separate from conference facility fee). Prior to incurring the expense, the Contractor is required to receive purchase authorization from the COR. Receipts for expenses shall be included as part of the monthly invoice in which the reimbursement is requested.

B. Travel

Travel will be reimbursed in accordance with FAR subsection 31.205-46, Travel Costs and the General Services Administration’s Federal Travel Regulations. The contractor shall provide a travel voucher statement for all local travel. The voucher will ensure verification of costs incurred for local travel under the contract is both allowable and reasonable and in accordance with the regulation FAR 31.205-46. The contractor shall attach the voucher and receipts to the monthly invoice. Vouchers shall be submitted on a standardized form that includes at least the following information: traveler, date and place of the expenses, purpose of the trip, date and point of departure, date and destination. Vouchers shall be accompanied by the receipts required under FAR 31.205-46.

X. GOVERNMENT FURNISHED

Government-Furnished Equipment (GFE)

The Government will provide the Contractor a limited number of FEMA laptops to perform this work.

The decision to provide laptops to the Contractor will be based on their need to be behind the FEMA firewall in order to successfully accomplish this PWS’s scope of work.

Government-Furnished Information (GFI)

GFI (including, but not limited to manuals, notes, memos, instruction materials, and other information) may be provided in the performance of this contract. At the end of this contract, disposition of GFI shall be in accordance with FAR 52.245-5.

The Government will provide the Contractor with access to the RMD SharePoint site. This site will provide access to all relevant policies, guidance, and SOPs necessary to perform work under this

PWS.

XI. SECURITY REQUIREMENTS

SECURITY REQUIREMENTS AND ORGANIZATIONAL CONFLICTS OF INTEREST

Personnel accessing DHS and/or FEMA worksites will require security in-processing, including clearance in accordance with Homeland Security Presidential Directive 12. (This statement covers all security requirements we will have on this project)

The Contractor may be exposed to nonpublic or otherwise sensitive information subject to restricted use and disclosure. Accordingly, all personnel assigned to the project must sign a nondisclosure agreement as prescribed by the Contracting Officer. Furthermore, the assessment’s findings, analytical conclusions, and recommendations, shall be restricted from disclosure to persons not specifically affiliated with the project unless otherwise approved by the Contracting Officer.

If access to government information technology (IT) systems is necessary, federal, DHS, and/or local IT security requirements must be followed.

In accordance with FAR 9.505-1, a Contractor that provides systems engineering and technical direction for a system but does not have overall contractual responsibility for its development, its integration, assembly, and checkout, or its production shall not be awarded a contract to supply the system or any of its major components; or be a subcontractor or consultant to a supplier of the system or any of its major components.

http://www.arnet.gov/far/current/html/Subpart%2031_2.html#wp1096230 http://www.gsa.gov/Portal/gsa/ep/contentView.do?contentId=14161&contentType=GSA_OVERVIEW http://www.arnet.gov/far/current/html/52_245.html#wp1149924

Security Management All statements of work and contract vehicles shall identify and document the specific security requirements for IT services and operations required of the contractor

Contractor IT services and operations must adhere to all DHS and FEMA IT security policies.

Requirements shall address how sensitive information is to be handled and protected at the contractor’s site, including any information stored, processed, or transmitted using the contractor’s computer systems, the background investigation and/or clearances required, and the facility security required.

FEMA IT Security Branch shall conduct reviews to ensure that the IT security requirements are included within the contract language, are implemented and enforced.

Security deficiencies in any outsourced operation shall require creation of a program-level POA&M.

All personnel who access Department information systems will be continually evaluated while performing these duties. Supervisors should be aware of any unusual or inappropriate behaviors by personnel accessing systems.

Each Major Application or General Support System must have an ISSO assigned unless accepted, mitigated, or waived by the FEMA CISO.

Any unauthorized access, sharing of passwords,…