SOW Federal Grants Update 2025.pdf

PERFORMANCE WORK STATEMENT (PWS)

Federal Grants Update 2025

Part 1

General Information

1. GENERAL: This is a non-personnel services contract to provide a one-day training class for a target audience of Federal employees who award or administer discretionary grants and/or cooperative agreements. Students should gain a working knowledge of any updates and changes in Federal regulations that will affect the assistance process and gain an understanding the impact of ongoing legislative and executive initiatives in the grant’s environment.

1.1 Description of Services/Introduction: The contractor shall provide all personnel, equipment, supplies, tools, materials, supervision, and other items and non-personal services necessary to perform a one-day training class as defined in this Performance Work Statement except for those items specified as government furnished property and services (Part 3). The contractor shall perform to the standards in this contract.

1.2 Background: FEMA Region 5 wants to provide an in-house training opportunity for employees who process federal grants or cooperative agreements. This course is intended for federal employees interested in keeping their grants management knowledge current. Employees who process Agency grants need to keep up to date on recent laws and government directives and how they impact federal grants management, including recent updates to the Uniform Guidance (2 CFR 200).

1.3 Course Objectives:

• Summarize the pre-award phase responsibilities of all grants management stakeholders and how recent updates impact the grants environment.

• Summarize the award phase responsibilities of all grants management stakeholders and how recent updates impact the grants environment.

• Summarize the post-award phase responsibilities of all grants management stakeholders and how recent updates impact the grants environment.

1.4 Course Topics:

Pre-Award Phase Responsibilities

• Laws, Regulations, and Processes that Support Federal Assistance

• How the Federal Budget Process Leads to Federal Assistance Programs

• The Federal Assistance Application Process

Award Phase Responsibilities

• Awarding Federal Assistance

• Negotiating a Grant Award on Behalf of Your Organization Post-Award Phase Responsibilities

• Implementing the Approved Project

• Final Reporting and Closeout

1.4 Scope: Provide a one-day training class in the FEMA Region 5, Chicago office for 30 students. The contractor will provide the instructor, and all class materials needed by the students including electronic student guides and materials and any printed materials or handouts required for the course.

Services include providing the instructor and class materials.

The contractor shall provide an instructor who has previously taught a Federal Grants Update class in the last twelve months that addressed the effects of 2 CFR 200 on administrative requirements, cost principals and audit requirements for Federal Grants.

1.5 Period of Performance: The Period of Performance reads as follows:

Preferred Class Dates: TBD based on instructor availability and Region 5 training calendar. Date will be established once contract is let. The class will be scheduled sometime between June 15, 2025, and September 30, 2025.

1.6 General Information

1.6.1 Hours of Operation: The contractor is responsible for conducting training, between the hours of 8:30 am – 4:30 pm unless the Government facility is closed due to local or national emergencies, administrative closings, or similar Government directed facility closings. For other than firm fixed price contracts, the contractor will not be reimbursed when the government facility is closed for the above reasons. The Contractor must always maintain an adequate workforce for the uninterrupted performance of all tasks defined within this PWS when the Government facility is not closed for the above reasons.

1.6.2 Place of Performance: The work to be performed under this contract will be performed at FEMA Region 5 Office, 536 S. Clark Street, 6th floor training room, Chicago, IL 60605.

1.6.3 Type of Contract: The government will award a Firm Fixed Price Contract.

1.6.4 Physical Security: The contractor shall be responsible for safeguarding all government equipment, information and property provided for contractor use. At the close of each work period, government facilities, equipment, and materials shall be secured.

1.6.5 Special Qualifications: The contractor shall provide an instructor who has previously taught a Federal Grants Update class in the past twelve months that addressed the effects of 2 CFR 200 on administrative requirements, cost principals and audit requirements for Federal Grants and any other recent changes in Federal regulations that would impact Federal grant processing.

The application for this procurement should include an experience summary or resume for the instructor listing their previous experience teaching this course to a federal audience.

1.6.6 Post Award Conference/Periodic Progress Meetings: The Contractor agrees to attend any post award tele-conferences convened by the contracting activity or contract administration office in accordance with Federal Acquisition Regulation Subpart 42.5. Appropriate action shall be taken to resolve outstanding issues. These meetings shall be at no additional cost to the government.

1.6.7 Contracting Officer Representative (COR): The (COR) will be identified by separate letter. The COR monitors all technical aspects of the contract and assists in contract administration The COR is authorized to perform the following functions: assure that the Contractor performs the technical requirements of the contract: perform inspections necessary in connection with contract performance:

maintain written and oral communications with the Contractor concerning technical aspects of the contract: issue written interpretations of technical requirements, including Government drawings, designs, specifications: monitor Contractor's performance and notifies both the Contracting Officer and Contractor of any deficiencies; coordinate availability of government furnished property, and provide site entry of Contractor personnel. A letter of designation issued to the COR, a copy of which is sent to the Contractor, states the responsibilities and limitations of the COR, especially regarding changes in cost or price, estimates or changes in delivery dates. The COR is not authorized to change any of the terms and conditions of the resulting order.

1.6.8 Identification of Contractor Employees: All contract personnel attending meetings, answering Government telephones, and working in other situations where their contractor status is not obvious to third parties are required to identify themselves as such to avoid creating an impression in the minds of members of the public that they are Government officials. The instructor will wear a visitor’s badge.

PART 2

DEFINITIONS & ACRONYMS

2. DEFINITIONS AND ACRONYMS:

2.1 DEFINITIONS:

2.1.1 CONTRACTOR. A supplier or vendor awarded a contract to provide specific supplies or service to the government. The term used in this contract refers to the prime.

2.1.2 CONTRACTING OFFICER. A person with authority to enter into, administer, and or terminate contracts, and make related determinations and findings on behalf of the government. Note: The only individual who can legally bind the government.

2.1.3 CONTRACTING OFFICER'S REPRESENTATIVE (COR). An employee of the U.S. Government appointed by the contracting officer to administer the contract. Such appointment shall be in writing and shall state the scope of authority and limitations. This individual has authority to provide technical direction to the Contractor if that direction is within the scope of the contract, does not constitute a change, and has no funding implications. This individual does NOT have authority to change the terms and conditions of the contract.

2.1.4 DEFECTIVE SERVICE. A service output that does not meet the standard of performance associated with the Performance Work Statement.

2.1.5 PHYSICAL SECURITY. Actions that prevent the loss or damage of Government property.

2.1.6 SUBCONTRACTOR. One that enters a contract with a prime contractor.

The Government does not have privity of contract with the subcontractor.

2.1.7 WORKDAY. The number of hours per day the Contractor provides services in accordance with the contract.

PART 3

GOVERNMENT FURNISHED PROPERTY, EQUIPMENT, AND SERVICES

3. GOVERNMENT FURNISHED ITEMS AND SERVICES:

3.1 Services: None

3.2 Facilities: The Government will provide a training classroom.

3.3 Utilities: The Government will provide all utilities needed to power the classroom.

3.4 Equipment: The Government will provide overhead projector and easels.

3.5 Materials: None

PART 4

CONTRACTOR FURNISHED ITEMS AND SERVICES

4. CONTRACTOR FURNISHED ITEMS AND RESPONSIBILITIES:

4.1 general: The Contractor shall furnish all supplies, equipment, facilities and services required to perform work under this contract that are not listed under Part 3 of this PWS.

4.2 Materials: The Contractor shall provide any presentations, class binders, or handouts. Each student will receive electronic student materials, and any printed handouts or materials required to effectively conduct the course.

4.3 Equipment: The Contractor shall provide any equipment they need to ensure this class is a success. The contractor shall provide their own laptop computer to be connected to the government provided projector and public WI-FI for the purposes of presenting class material.