PEDTAC Draft PWS.docx

Federal Emergency Management Agency

PERFORMANCE WORK STATEMENT (PWS) FOR:

FEMA Planning and Exercise Division (PED) Technical Assistance Contract (PEDTAC)

PROCUREMENT SENSITIVE INFORMATION

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

Please protect this document as procurement sensitive and handle accordingly.

DEPARTMENT OF HOMELAND SECURITY (DHS)

FEMA Planning and Exercise Division (PED) Technical Assistance Contract (PEDTAC) Performance Work Statement

1.0 General

1.1 Background

The procurement shall provide contractor technical assistance to help the Federal Emergency Management Agency (FEMA) maintain its integrated planning capability to support successful Federal, State, Local, Tribal, and Territorial operational coordination. This support spans a range of comprehensive emergency planning, training, exercise, and operational response requirements. It ensures that FEMA achieves effective operational plans and informed disaster decision-making by providing practical analytical tools for responders, as well as strategic guidance and coordination of planning program management to enhance national and regional readiness for disaster response.

The required technical assistance supports FEMA’s Planning and Exercise Division (PED), which includes the National Planning Branch, Regional Planning Branch, FEMA Exercise Branch, Response Geospatial Office, Logistics Plans, National Hurricane Program, and Planning Cadre Management. FEMA’s PED leads headquarters, regional, and interagency planning and operational initiatives that facilitate the development, maintenance, and execution of vital operational frameworks, such as the National Response Framework and the National Recovery Framework. The Division’s mission is to ensure coordinated federal disaster assistance for states and communities impacted by various incidents.

1.2 Scope

This contract shall support all PED offices and branches, including but not limited to:

· National Planning Branch

· Regional Planning Branch

· FEMA Exercise Branch

· Response Geospatial Office

· Recovery Planning Branch

· National Hurricane Program

· Planning Cadre Management

· Logistics Plans (within the Logistics Directorate)

· Response and Recovery Directorates

· Other FEMA mission areas, functional planning, and operational requirements The contractor shall provide essential technical assistance support to PED in areas such as program management, planning, policy, readiness, internal controls, administrative services, and business office support. These services must align with industry and government best practices. The contractor shall allocate resources across FEMA offices to meet the requirements and objectives of individual task orders and provide qualified personnel in accordance with prescribed labor mixes. The contractor shall operate in both unclassified and classified environments.

The PEDTAC contract plays a critical role in supporting the Response Directorate, and it is essential that any individual utilizing this contract for their branch possesses the proper credentials. Only authorized personnel with the appropriate credentials may engage with the PEDTAC contract to ensure compliance and effective execution of responsibilities.

Authority & Decision-Making: The contractor shall not approve documents or make decisions on behalf of the Government. All PEDTAC activities are strictly limited to providing support services in designated task areas, as outlined in the contract. Federal staff will be responsible for finalizing and approving all work products.

Direction & Scope Compliance: The designated PED lead or project manager will provide guidance on product content, style, partner inclusion, and general administrative tasks. However, the PED lead or project manager shall not instruct the contractor to perform any duties beyond the contract’s scope.

Contract Oversight & Compliance: If the contractor encounters any concerns or questions regarding direction or scope, they must immediately notify the PEDTAC Contracting Officer Representative (COR). Any changes or instructions that could impact contract performance must come exclusively from the COR to ensure contract integrity and proper oversight.

By adhering to these guidelines, PEDTAC ensures structured, compliant, and effective support for disaster response planning and operations.

1.3 Objective

The objective of this Performance Work Statement (PWS) is to obtain contractor technical assistance support for PED in the following areas:

1. Planning

2. Plan Validation & Exercise

3. Training & Professional Development

4. Data & Geospatial Analytics

5. Stakeholder Engagement & Communication

6. IT Support & Technology Evaluation

7. Quality Assurance and Compliance

8. Program & Project Management

9. Surge (optional) FEMA will define task order-specific requirements in accordance with this PWS objective for contract technical assistance support.

1.4 Applicable Documents

The following reference documents may assist the contractor in performing the work described in this PWS:

· Pre-Disaster Recovery Planning Guide for State Governments

· Incident Action Planning Guide (August 2015)

· National Planning System (October 2015)

· Local Mitigation Planning Handbook (May 2023)

· FEMA Planning Manual

· FEMA Deliberate Planning Guide

· FEMA Crisis Action Planning Guide

· Comprehensive Preparedness Guide (CPG) 101: Developing and Maintaining Emergency Operations Plans (Version 3.0, September 2021)

· Continuity Guidance Circular (February 2018 [2024 Update])

· Federal Continuity Directive: Continuity Planning Framework for the Federal Executive Branch (December 2023)

· Guide to Continuity of Government for State, Local, Tribal, and Territorial Governments (July 2021)

· Executive Branch Reconstitution Concept of Operations (January 2021)

· National Response Framework

· National Disaster Recovery Framework

· National Mitigation Framework

· Prevention Federal Interagency Operational Plan

· Protection Federal Interagency Operational Plan

· Mitigation Federal Interagency Plan

· Response and Recovery Federal Interagency Operational Plan

· 1.5 Performance Requirements Summary This contract includes a Performance Requirements Summary (PRS), which plays an integral role in contract administration. The PRS serves as a primary tool for inspection and acceptance of services, as facilitated by the COR. The contractor’s overall performance shall be evaluated based on the performance standards set forth in the PRS. These evaluations shall be conducted by the COR, in accordance with contractual performance standards. The PRS constitutes a material aspect of the contract and shall not be modified without prior written approval from the Contracting Officer.

2.0 Specific Requirements/Tasks

FEMA will issue PEDTAC task orders for contractor technical assistance support, which align with the PWS objectives outlined in Section 1.3. The contractor shall provide the required resources, including qualified personnel, labor, materials, tools, and equipment, except for Government Furnished Items, to achieve task order outcomes. The contractor shall supervise personnel and ensure technical excellence in all work performed.

The contractor shall perform tasks across critical areas supporting PED initiatives, such as:

1. Planning

2. Plan Validation & Exercise

3. Training & Professional Development

4. Data & Geospatial Analytics

5. Stakeholder Engagement & Communication

6. IT Support & Technology Evaluation

7. Quality Assurance & Compliance

8. Program & Project Management

9. Surge Support (optional) Additional details and specific deliverables for each of these categories will be outlined in individual task orders. The contractor shall comply with all FEMA policies, procedures, and best practices in fulfilling contract requirements.

2.1 Planning

The contractor shall provide technical assistance in developing plans and planning documents in accordance with federal legislation, policy, and guidance and consistent with FEMA’s mission and strategic goals.

2.1.1 Development of Plans

The contractor shall develop plans to address a wide range of national, regional, and scenario-specific threats, including but not limited to, Hurricane Evacuation Studies. The contractor shall ensure alignment with National Planning Frameworks (e.g., NRF, NDRF) and tailor plans to specific hazards, risks, and operational scenarios. Initial drafts shall be delivered within 30 days of task assignment, with iterative revisions based on stakeholder feedback.

2.1.2 Compliance Validation

The contractor shall validate compliance with FEMA regulations, including the FEMA Planning Manual (FPM), to ensure plan effectiveness and alignment with agency standards.

2.1.3 Research and Risk Assessment

The contractor shall perform in-depth risk assessments and threat analyses to inform planning decisions. Lessons learned from past incidents, best practices, and emerging trends shall be incorporated. Comprehensive research summaries shall be submitted as supporting documentation for all plans.

2.1.4 Stakeholder Engagement

The contractor shall organize and facilitate planning meetings with FEMA divisions, state and local governments, NGOs, and private sector partners. Agendas shall be developed, meeting minutes shall be recorded, and actionable items shall be tracked. A meeting report shall be submitted within five business days post-engagement.

2.1.5 Version Control and Documentation

The contractor shall implement a robust version control system for all planning-related documentation. A repository of all contractor-supported planning activities, including change logs and approval records, shall be maintained.

2.1.6 Documentation and Graphics Production

The contractor shall provide narrative, expository, and technical writing support to ensure clarity and professionalism in FEMA planning products. Visual aids and technical reports shall be produced to enhance comprehension.

2.2 Plan Evaluation & Exercise

The contractor shall provide technical assistance to test and evaluate plans, including supporting the full lifecycle of exercises and workshops.

2.2.1 Exercise Design and Development

The contractor shall provide expertise in designing and developing exercises, workshops, and conferences. Exercise objectives, timelines, and execution plans shall be developed in accordance with FEMA’s Homeland Security Exercise and Evaluation Program (HSEEP).

2.2.2 Exercise Compliance

The contractor shall validate that all exercise-related activities align with FEMA’s exercise program guidelines. Compliance shall be documented through pre- and post-exercise reports submitted within 10 business days.

2.2.3 Exercise Documentation

The contractor shall develop exercise-related documents, including scenarios, injects, facilitator guides, participant manuals, and after-action reports (AARs). All materials shall be Section 508 compliant and meet FEMA’s editorial and visual standards.

2.2.4 Logistical Support

The contractor shall arrange venues, equipment, and materials for exercises and workshops. On-site support shall be provided to ensure smooth execution and troubleshoot logistical challenges.

2.2.5 Post-Exercise Evaluations

The contractor shall lead post-exercise evaluations, including debrief sessions and hot washes. A detailed AAR, including feedback, identified gaps, and corrective actions, shall be compiled and submitted within 15 business days post-exercise.

2.3 Training & Professional Development

The contractor shall provide technical assistance to enhance FEMA’s preparedness and operational readiness through training and professional development.

2.3.1 Training Program Development

The contractor shall design and deliver training programs, including workshops, webinars, and simulations. Post-training assessments shall be conducted, targeting an 85% satisfaction rate or higher.

2.3.2 Training and Capacity Building

The contractor shall provide tailored training to FEMA staff on data governance, records retention, and information management best practices. Training materials shall meet FEMA standards and regional needs.

2.3.3 Training Implementation

The contractor shall deliver training sessions in-person and virtually, using FEMA-approved platforms and tools for online training. Sessions shall be interactive, incorporating case studies and practical exercises.

2.3.4 Post-Training Evaluation

The contractor shall implement evaluation mechanisms, including surveys and knowledge assessments. An evaluation report shall be submitted within 15 business days post-training.

2.4 Data & Geospatial Analytics

The contractor shall provide qualified Subject Matter Experts (SMEs) to support FEMA’s strategic and operational goals.

2.4.1 Decision-Making Resources

The contractor shall develop all-hazard, risk-based geospatial and data analytic modeling. Operational research shall be provided to support disaster response and recovery missions. The contractor shall implement real-time analytics for incident response planning to enhance decision-making capabilities.

2.4.2 Planning Support

The contractor shall organize and manage geospatial planning data, templates, dashboards, and decision support tools. The contractor shall ensure interoperability of planning geospatial data resources to enhance coordinated disaster preparedness and response efforts.

2.5 Stakeholder Engagement & Communication

The contractor shall facilitate high-impact outreach engagements to enhance collaboration and information sharing.

2.5.1 Outreach Planning

The contractor shall organize conferences, workshops, and planning sessions. Detailed outreach engagement plans, including strategies and metrics, shall be developed to ensure effectiveness.

2.5.2 Outreach Compliance

The contractor shall ensure all outreach activities align with FEMA’s branding and messaging guidelines. Compliance checklists and post-activity documentation shall be provided to verify adherence to FEMA’s standards.

2.5.3 Outreach Materials

The contractor shall develop presentations, brochures, fact sheets, and other communication materials. All materials shall meet Section 508 compliance requirements and adhere to FEMA’s style guides.

2.5.4 Reporting & Metrics

The contractor shall track stakeholder engagement and evaluate the effectiveness of outreach activities. Monthly reports with recommendations for improvement shall be submitted to FEMA leadership.

2.6 IT Support & Technology Evaluation

The contractor shall provide comprehensive IT support and technical services to enhance FEMA’s technology infrastructure and operational efficiency.

2.6.1 IT Tool Development

The contractor shall develop and maintain IT products that support FEMA’s planning and operational needs. Compliance with FEMA cybersecurity protocols shall be ensured to safeguard data integrity.

2.6.2 IT Compliance & Governance

The contractor shall align IT development efforts with FEMA’s Systems Engineering Life Cycle (SELC). Support for data security, compliance, and interoperability shall be provided to enhance FEMA’s IT governance framework.

2.6.3 Continuous Improvement

The contractor shall conduct periodic reviews of FEMA’s IT and data management processes. Quarterly technology evaluation reports with recommendations shall be submitted to FEMA.

2.7 Quality Assurance & Compliance

The contractor shall ensure FEMA’s compliance with internal policies, federal regulations, and quality assurance standards through systematic audits and process optimization.

2.7.1 Compliance Audits and Reviews

The contractor shall conduct systematic audits of FEMA’s processes, documents, and activities to verify compliance with FEMA’s internal policies and relevant federal regulations, including Section 508 standards. Audit findings reports detailing observations, compliance gaps, and recommendations shall be provided within 10 business days of audit completion.

2.7.2 Reporting and Corrective Action Plans

The contractor shall provide comprehensive reports highlighting any compliance issues, gaps, or risks. Reports shall include actionable corrective action plans (CAPs) with clear timelines, responsibilities, and anticipated outcomes. Compliance status updates shall be submitted quarterly or as directed by FEMA leadership.

2.7.3 Continuous Improvement and Process Optimization

The contractor shall actively participate in FEMA’s continuous improvement initiatives by providing insights based on audit findings and best practices. Semi-annual process improvement reports highlighting implemented optimizations, and their measurable impacts shall be delivered.

2.7.4 Stakeholder Collaboration for Quality Control

The contractor shall establish and maintain effective communication channels with FEMA program managers, subject matter experts (SMEs), and other stakeholders. Regular stakeholder briefings shall be conducted to ensure alignment and transparency on quality assurance and compliance activities.

2. 8 Program & Project Management The contractor shall manage and support FEMA’s initiatives through structured project management methodologies.

2.8.1 Program Management Office

The contractor shall provide dedicated project management personnel to serve as the main point of contact for each assigned initiative. A dedicated Project Manager shall oversee all tasks and ensure adherence to FEMA’s priorities and best practices.

2.8.2 Adherence to FEMA-Approved Project Management Standards The contractor shall adhere to FEMA project management standards and reporting requirements to ensure efficient program execution and delivery of key milestones. Compliance with FEMA’s Project Management Body of Knowledge (PMBOK)-based guidelines shall be maintained. Regular progress reports, including performance metrics and risk analysis, shall be delivered.

2.8.3 Comprehensive Planning

The contractor shall provide comprehensive task order project plans, including work breakdown structures (WBS), schedules, and resource allocation. Planning efforts shall include integrated master schedules and detailed execution plans.

2.8.4 Real-Time Tracking and Issue Resolution

The contractor shall implement project tracking and reporting mechanisms to provide regular updates on progress, risks, and issues to FEMA leadership. Weekly status dashboards shall be provided, highlighting critical metrics and mitigation strategies.

2.8.5 Risk Mitigation and Contingency Planning

The contractor shall identify, analyze, and manage project risks, developing mitigation strategies to address potential obstacles. Actionable contingency plans shall be presented to FEMA for approval to address potential disruptions.

2.8.6 Comprehensive Travel Coordination

The contractor shall coordinate logistics for staff and participant travel, ensuring compliance with lodging and per diem policies. Detailed travel plans aligning with FEMA’s travel policies shall be submitted.

2.8.7 Monitoring and Reporting

The contractor shall establish monitoring and reporting mechanisms to evaluate the effectiveness of FEMA’s information management and distribution efforts. Quarterly reports assessing data sharing, compliance, and governance activities shall be submitted to FEMA leadership.

2.9 Surge Support (Optional)

The contractor shall provide immediate and flexible support during peak operational periods or emergencies, ensuring FEMA’s regional and headquarters operations remain uninterrupted.

2.9.1 Responsive Surge Capability

The contractor shall mobilize additional personnel, resources, and expertise within 48 hours of notification to address FEMA’s evolving needs. A surge-specific coordination plan shall be developed to streamline stakeholder communication and support responsiveness.

2.9.2 Geospatial & Analytical Capability

The contractor shall enhance disaster planning efforts by providing proactive geospatial analysis to support preparedness, response, and recovery planning. Situational awareness tools and decision-support products shall be developed to improve disaster response coordination.

2.9.3 High-Priority Document Production

The contractor shall deliver high-quality technical and non-technical documents under expedited timelines. All materials shall meet FEMA’s Section 508 compliance standards and usability requirements.

2.9.4 Training and Integration of Surge Personnel

The contractor shall develop and deliver rapid onboarding sessions for surge personnel, ensuring they are fully operational within 72 hours of deployment.

2.9.5 Quality Assurance Under Pressure

The contractor shall implement rigorous quality control processes for all surge-related deliverables. A quality assurance report shall be provided for each critical deliverable, ensuring clarity, accuracy, and professionalism.

2.9.6 Document Management and Version Control

The contractor shall implement robust document management protocols to track, update, and archive all surge-related deliverables. A meticulous version control system shall be maintained to ensure consistency, transparency, and accuracy. FEMA shall be provided access to a centralized document repository for real-time tracking of deliverables.

2.9.7 Training and Integration of Surge Personnel

The contractor shall develop and deliver rapid onboarding and training sessions for surge personnel, emphasizing FEMA’s style guides and compliance protocols. Surge staff shall be fully operational within 72 hours of deployment.

2.9.8 Multi-Platform Content Adaptation

The contractor shall adapt and deliver content for multiple platforms, including web-based tools, print materials, and digital platforms. All content shall be accessible and usable for all stakeholders.

2.9.9 Quality Assurance Under Pressure

The contractor shall implement a rigorous quality control process for all deliverables. Expedited reviews shall be conducted while maintaining FEMA’s standards for clarity, accuracy, and professionalism. A quality assurance report shall be provided for each critical deliverable.

3.0 Contractor Personnel

The contractor shall propose qualified contractor personnel to perform all requirements specified within 30 days of award.

3.1 Qualified Personnel

The contractor shall provide personnel with emergency management experience, including knowledge of the Incident Command System (ICS) and National Incident Management System (NIMS). Personnel shall have recognized training or instructional design experience and/or education in business, urban, military, and emergency management operations or planning.

All planners (Senior Planner, Mid-Level Planner, Planning Specialist, and Junior Analysts) must have applied knowledge within their relevant region (if applicable) and expertise in the subject matter of the planning or exercise initiative.

3.1.1 Key Personnel

The government may designate certain contractor personnel as "key personnel" on a case-by-case basis, per 48 CFR 2052.215-70. Personnel designated as "key" are deemed essential to work performance and include:

Senior Planner Mid-Level Planner Junior Analyst Geospatial Analyst Planning Analyst Subject Matter Experts Technical Writer Before replacing any individual designated as key personnel by the Government, the contractor shall:

Notify the Contracting Officer no less than 15 business days in advance.

Submit written justification for replacement.

Provide the name and qualifications of any proposed substitute(s).

Ensure all proposed substitutes possess qualifications equal to or superior to those of the individual being replaced, unless otherwise approved by the Contracting Officer.

Key contractor personnel shall not be replaced without approval from the Contracting Officer. Additional personnel may be designated as key at the time of award.

3.1.2 Staff Transition from Existing Projects/Contracts

Resumes submitted by the FEMA COR/ACOR as recommendations shall undergo a standardized review process to ensure an objective assessment. A Transition Staffing List shall be provided monthly, including:

Labor Category (LCAT) (no names) Region and specific project currently supported.

Release date The contractor shall receive an updated Transition Staffing List monthly to allow for recruitment while reserving positions for identified individuals.

3.11 Meeting Facilitator

Contractor shall provide personnel with at least three years of demonstrated experience related to facilitation of multi-level and relevant inclusive stakeholder meetings.

3.12 Graphics Specialist

Contractor shall provide personnel with at least five years of experience designing, formatting, and producing artwork for inclusion in publications, reports, or other projects with a working knowledge of the Government Printing Office’s printing regulations and processes for submission of camera-ready art in electronic formats.

3.13 Operational Research Specialist

Contractors shall provide personnel with eight years progressively more responsible experience in operations research and leading the successful operational research with four years demonstrated experience in the application of operational research methods.

Four years operational research experience at the federal level and understanding of the Six-Step Planning Process, military planning system or comparable formal planning system and emergency management preparedness programs and principles, including an in-depth working knowledge of applicable documents

3.14 Database Administrator and Database Specialist

Contractor shall provide personnel with five years of experience overall experience including specialized fields such as Business Administration, Information Systems Management, Engineering Management with knowledge of planning and exercises; demonstrated design data schemas and databases for specific user requirements, and experience with enterprise database, content, file management, and business intelligence systems including SQL Server, SharePoint, PowerBI, Tableau, and Esri.

3.15 Junior Modeling and Data Analyst

Contractor shall provide personnel with minimum of one year of demonstrated experience in the application of social science research and evaluation methods in support of emergency management operational decision-making quantitative and qualitative analysis in emergency management policies, programs, and procedures supporting federal agencies.; programming experience in one or more languages (Python, Java, R, SAS, SPSS, etc.), especially experience in data formatting and database management (MySQL, MongoDB, Hadoop MapReduce or other big data frameworks) or web application design (JavaScript, HTML/CSS) and basic knowledge of statistics, mathematical modeling, and data science techniques to analyze data.

3.16 Senior Modeling and Data Analyst

Contractor shall provide personnel with five years demonstrated experience in the application of social science research and evaluation methods in support of emergency management operational decision-making; five years performing quantitative and qualitative analysis in emergency management policies, programs, and procedures supporting federal agencies; Programming experience in one or more languages (Python, Java, R, SAS, SPSS, etc.), especially experience in data formatting and database management (MySQL, MongoDB, Hadoop MapReduce or other big data frameworks) or web application design (JavaScript, HTML/CSS); Expert knowledge of statistics, mathematical modeling, and data science techniques and experience developing and applying Artificial Intelligence (AI) and Machine Learning (ML) approaches and models that provide predictive and prescriptive analytics.

3.17 Database Analyst and Microsoft Excel Professional

Contractor shall provide personnel with meet at least five years demonstrated hands on experience; demonstrated experience with Microsoft Office 2016 tool suite or higher.; experience with Visual Basic and macros; and ability to create a detailed manual on maintaining Excel tools.

3.18 Mid-Level Instructional Systems Designer (ISD)

Contractor shall provide personnel with eight years of demonstrated experience in design and development of training programs and materials that includes effective and sustainable training courseware and curriculum for various delivery methods including classroom, synchronous online virtual classroom, asynchronous online and distance learning; ability to customize and revise Emergency Management courses and learning modules while applying strategies for course structure/content to maximize student learning; ability to work with client and Subject Matter Experts (SME) to identify student learning needs, develop the plan of instruction, course content and, ensure final course product meets expectations; ability to facilitate the course evaluation and course design effectiveness, including the piloting phase of course development and ensure the course meets 508 compliance, Emergency Management Institute (EMI) Learning Content Management System (LCMS) standards, and all other requirements by FEMA for course production.

3.19 Junior Instructional Systems Designer (ISD)

Contractor shall provide personnel with five years of demonstrated experience in design and development of training programs and materials that includes effective and sustainable training courseware and curriculum for various delivery methods; Customize and revise Emergency Management courses and learning modules while applying strategies for course structure/content; ability to work with client and Subject Matter Experts (SME) to identify student learning needs, develop the plan of instruction, course content and, ensure final course product meets expectations; ability to facilitate the course evaluation and course design effectiveness, and ensure the course meets Emergency Management Institute (EMI) Learning Content Management System (LCMS) standards, and all other requirements by FEMA for course production.

3.20 Senior Exercise Planning Specialist

Contractor shall provide personnel with five years of demonstrated experience in design and development of training programs and materials that includes effective and sustainable training courseware and curriculum. Eight years or more experience in planning and leading the planning of emergency management exercises and related projects; four years demonstrated experience in the application of HSEEP principles and doctrine while leading the design, development, conduct, and evaluation of exercises; and four years emergency management experience at the federal level.

3.2 Project Manager

The contractor shall provide a Project Manager responsible for all contractor work performed under this PWS. The Project Manager shall serve as the single point of contact for the Contracting Officer and the COR. The name of the Project Manager and any alternates shall be provided to the Government as part of the contractor's proposal.

The Project Manager is designated as key personnel and shall:

Be able to read, write, speak, and understand English.

Not be replaced without prior approval from the Contracting Officer.

Be available to the COR via telephone between 0800 and 1700 EST, Monday through Friday, and respond within 24 hours to technical problem notifications.

3.21 Junior Exercise Planning Specialist

Contractor shall provide personnel with four years more responsible experience in the planning of emergency management exercises or related projects; minimum one (1) year demonstrated experience in the application of HSEEP principles and doctrine in the design, development, conduct, and evaluation of exercises and minimum of one (1) year emergency management experience equivalent to the federal level.

3.3 Other Key Roles and Responsibilities

3.3.1 Senior Planner

The contractor shall provide personnel with at least 10 years of emergency management experience, including five years of supervisory experience. Experience in disaster response and recovery planning, the Six-Step Planning Process, military planning system or comparable formal planning system, and coordination with multidisciplinary teams is required.

3.3.2 Mid-Level Planner

The contractor shall provide personnel with at least four years of emergency management experience and a solid understanding of emergency management principles, including the Six-Step Planning Process, military planning system or comparable formal planning system and exercise programs.

3.3.3 Technical Editor

The contractor shall provide personnel with at least six years of experience editing technical documents, including operational plans, needs assessments, and policy papers.

Personnel shall have strong writing skills and expertise in Section 508 compliance.

3.3.4 Geospatial Analyst

The contractor shall provide personnel with experience in GIS, remote sensing, and geospatial modeling for disaster operations. Experience in statistical data analysis, visualization, and FEMA policies such as the Stafford Act and National Response Framework is required.

3.4 Training & Quality Control

The contractor shall ensure that all personnel meet FEMA standards and are proficient in FEMA-specific planning processes, including:

The Federal Plan Development Process The FEMA Planning Manual The Six-Step Planning Process The Military Decision-Making Process (MDMP) The DOD’s Joint Planning and Execution System (JOPES) Personnel training and transition processes shall be documented, with quarterly status updates provided to FEMA.

4.0 Security & Compliance

4.1 Security

The contractor may require access to classified information up to the Top Secret/SCI level. All personnel handling such information shall comply with DHS security requirements.

4.2 Period of Performance

The period of performance shall not exceed June 30, 2030.

4.3 Place of Performance

Work shall be performed at a combination of contractor and FEMA Regions and Headquarter facilities, as designated in task orders.

· Telework and Place of Performance Guidance for Contractors Contractors will be allowed to telework in accordance with all applicable policies and procedures. However, they must remain available to report to the office as needed, based on operational requirements.

It is anticipated that personnel will be assigned to geographically relevant locations, which may include:

· FEMA Headquarters (500 C Street, SW, Washington, D.C. 20472)

· FEMA Regional Offices

· Disaster Field Offices

· State or Local Government Facilities Assignments will be determined based on specific planning projects, operational needs, and government requirements. Most work will be performed at Government facilities as space permits. Contractors working in government-provided locations will be furnished with workspace, office equipment, and necessary resources for their assigned tasks.

4.4 Business Continuity Plan (BCP)

The contractor shall submit a Business Continuity Plan (BCP) within 45 business days of contract award and update it annually. The BCP shall document procedures for maintaining contractor support during emergencies. Standard work hours are 0800-1700 EST, Monday through Friday, except Federal holidays. Some tasks may require extended hours.

4.5 Progress Reports & Meetings

The contractor shall provide monthly progress reports summarizing labor hours, costs, technical progress, and schedule status. Progress meetings shall be conducted as requested by FEMA leadership. Contractor travel shall comply with Federal Travel Regulations and require prior COR approval.

4.6 Section 508 Compliance

All contractor-produced materials shall adhere to FEMA 508 compliance standards to ensure accessibility for individuals with disabilities. This document serves as the baseline framework for contractor expectations and compliance. Any further clarifications shall be addressed through direct correspondence with FEMA leadership.

Pursuant to Section 508 of the Rehabilitation Act of 1973 (29 U.S.C. 794d) as amended by P.L. 105-220 under Title IV (Rehabilitation Act Amendments of 1998), all Electronic and Information Technology (EIT) developed, procured, maintained, and/or used under this contract shall comply with FEMA 508 compliance standards.

This document serves as the baseline framework for contractor expectations and compliance. Any further clarifications shall be addressed through direct correspondence with FEMA leadership.

4.7 Post Award Conference

The contractor shall attend a Post Award Conference with the Contracting Officer and the COR no later than 20 business days after the date of award. The purpose of the Post Award Conference, chaired by the Contracting Officer, is to discuss the technical and contracting objectives of this contract and review the contractor's draft project plan. The Post Award Conference will be held via teleconference.

4.8 Project Plan

The contractor shall provide a draft Project Plan at the Post Award Conference for Government review and comment. The contractor shall submit a final Project Plan to the COR no later than 15 business days after the Post Award Conference.

4.9 Business Continuity Plan

The contractor shall prepare and submit a Business Continuity Plan (BCP) to the Government. The BCP shall be due 45 business days after the date of award and updated annually. The BCP shall document contractor plans and procedures to maintain support during an emergency, including natural disasters and acts of terrorism. The BCP, at a minimum, shall include:

A description of the contractor’s emergency management procedures and policies.

A description of how the contractor will account for employees during an emergency.

How the contractor will communicate with the Government during emergencies.

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

Telephone numbers.

E-mail addresses.

4.9.1 Activation and Operational Readiness

Individual BCPs shall be activated immediately upon determining that an emergency has occurred. They shall be operational within 24 hours of activation or as directed by the Government and shall be sustained until the emergency situation is resolved, normal conditions are restored, or the contract is terminated, whichever comes first.

In case of a life-threatening emergency, the COR shall immediately contact the contractor Project Manager to ascertain the status of any contractor personnel in Government-controlled spaces affected by the emergency. If daily operations are disrupted, the contractor Project Manager and the COR shall promptly establish communication and verify:

Key points of contact (Government and contractor).

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

Available communication methods (e.g., email, webmail, telephone, fax, courier, etc.).

Essential contractor work products expected to continue, prioritized accordingly.

4.9.2 Resource Utilization

The Government and contractor Project Manager shall utilize all available resources and tools to continue contracted functions to the maximum extent possible under emergency circumstances.

Contractors shall obtain approval from the Contracting Officer before incurring costs beyond those allowed under the contract terms. Regardless of contract type and work location, contractors performing work in support of authorized tasks within contract scope shall charge hours accurately in accordance with contract terms.

4.10 Progress Reports

The Project Manager shall submit a monthly progress report to the Contracting Officer and COR via electronic mail. This report shall summarize all contractor work performed, including:

A breakdown of labor hours by labor category.

All direct costs by line item.

An assessment of technical progress.

Schedule status.

Any travel conducted.

Any contractor concerns or recommendations for the previous reporting period.

4.11 Progress Meetings

The Project Manager shall be available to meet with the COR upon request to present deliverables, discuss progress, exchange information, and resolve emergent technical problems and issues. These meetings shall take place via teleconference. The frequency of meetings shall be determined based on task order requirements under this contract.

4.12 General Report Requirements

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

4.13 Intellectual Property

The contractor shall use Government-furnished information, data, and documents only for the performance of work under this contract and shall return all Government-furnished information, data, and documents at the end of the performance period. The contractor shall not release Government-furnished information, data, and documents to outside parties without the prior and explicit consent of the Contracting Officer.

4.14 Protection of Information

The contractor shall safeguard information protected under the Privacy Act against unauthorized disclosure or dissemination in accordance with applicable law, Government policies, and regulations.

The contractor shall also safeguard proprietary information in accordance with DHS MD 11042.1, Safeguarding Sensitive But Unclassified (For Official Use Only) Information. The contractor shall ensure that all personnel with access to business or procurement-sensitive information sign a non-disclosure agreement (DHS Form 11000-6).

5.0 Government Terms & Definitions

FEMA Acronyms, Abbreviations, and Terms, March 2023 Acronym List Name Acronym

Name

Acronym

List of Websites:

http://www.dhs.gov/dhs-security-and-training-requirements-contractors https://nvlpubs.nist.gov/nistpubs/FIPS/NIST.FIPS.140-3.pdf http://csrc.nist.gov/publications/PubsSPs.html http://csrc.nist.gov/publications/PubsSPs.html http://csrc.nist.gov/publications/PubsSPs.html http://www.dhs.gov/privacy-compliance https://securityawareness.usalearning.gov/disclosure/index.html https://securityawareness.usalearning.gov/opsec/index.htm https://www.gpo.gov/fdsys/pkg/CFR-2017-title36-vol3/pdf/CFR-2017-title36-vol3-part1194.pdf

6.0 Government Furnished Resources

The Government will provide the following property to the Contractor for work required under this contract:

· Laptop computer/tablet The Contractor shall use Government furnished facilities, property, equipment and supplies only for the performance of work under this contract and shall be responsible for returning all Government furnished facilities, property, and equipment in good working condition, subject to normal wear and tear.

The Government will provide all necessary information, data, and documents to the Contractor for work required under this contract.

7.0 Contractor Furnished Property

The Contractor shall furnish all facilities, materials, equipment and services necessary to fulfill the requirements of this contract, except for the Government Furnished Resources specified in PWS.

8.0 Government Acceptance Period

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

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

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

8.2 The COR will have 15 business days to review deliverables and make comments. The Contractor shall have 15 business days to make corrections and redeliver.

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

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

9.0 Deliverables

The Contractor shall consider items in BOLD as having mandatory due dates. Items in italics are deliverables or events that must be reviewed and/or approved by the COR prior to proceeding to next deliverable or event in this PWS.

Schedule of Deliverables

Schedule of Deliverables (Task Order) Note: Is modified to reflect actual deliverables for each TOPR

Performance Metrics and Evaluation Criteria

Performance Evaluation Framework

2. Progress reports to document ongoing activities

2. Progress reports must be accurate and complete.

2. COR reviews submitted reports for accuracy, completeness, and quality.

Disincentive: Unfavorable CPARS rating

Compliance Documents

The following documents provide specifications, standards, or guidelines that must be complied with to meet the requirements of this contract: