75P00120R00015_0001_Amended.pdf

(x)

75P00120R00015 x x copies of the amendment; (b) By acknowledging receipt of this amendment on each copy of the offer submitted ; or (c) By separate letter or electronic communication which includes a reference to the solicitation and amendment numbers. FAILURE OF YOUR ACKNOWLEDGEMENT TO BE

RECEIVED AT THE PLACE DESIGNATED FOR THE RECEIPT OF OFFERS PRIOR TO THE HOUR AND DATE SPECIFIED MAY RESULT IN REJECTION OF YOUR

OFFER. If by virtue of this amendment you desire to change an offer already submitted , such change may be made by letter or electronic communication, provided each letter or electronic communication makes reference to the solicitation and this amendment, and is received prior to the opening hour and date specified.

x

DAM

Bethesda MD 20814 8th Floor 7700 Wisconsin Avenue

DHHS/PSC/AMS/DAM

01/25/20200001

13. THIS ITEM ONLY APPLIES TO MODIFICATION OF CONTRACTS/ORDERS. IT MODIFIES THE CONTRACT/ORDER NO. AS DESCRIBED IN ITEM 14.

12. ACCOUNTING AND APPROPRIATION DATA (If required) is not extended.is extended, Items 8 and 15, and returning

Offers must acknowledge receipt of this amendment prior to the hour and date specified in the solicitation or as amended , by one of the following methods: (a) By completing

The above numbered solicitation is amended as set forth in Item 14. The hour and date specified for receipt of Offers

11. THIS ITEM ONLY APPLIES TO AMENDMENTS OF SOLICITATIONS

FACILITY CODE CODE

10B. DATED (SEE ITEM 13)

10A. MODIFICATION OF CONTRACT/ORDER NO.

9B. DATED (SEE ITEM 11)

9A. AMENDMENT OF SOLICITATION NO.

CODE

8. NAME AND ADDRESS OF CONTRACTOR (No., street, county, State and ZIP Code)

7. ADMINISTERED BY (If other than Item 6)CODE 6. ISSUED BY

PAGE OF PAGES

4. REQUISITION/PURCHASE REQ. NO.3. EFFECTIVE DATE2. AMENDMENT/MODIFICATION NO. 5. PROJECT NO. (If applicable)

1. CONTRACT ID CODE

AMENDMENT OF SOLICITATION/MODIFICATION OF CONTRACT

01/25/2020

CHECK ONE A. THIS CHANGE ORDER IS ISSUED PURSUANT TO: (Specify authority) THE CHANGES SET FORTH IN ITEM 14 ARE MADE IN THE CONTRACT

B. THE ABOVE NUMBERED CONTRACT/ORDER IS MODIFIED TO REFLECT THE ADMINISTRATIVE CHANGES (such as changes in paying office, C. THIS SUPPLEMENTAL AGREEMENT IS ENTERED INTO PURSUANT TO AUTHORITY OF:

D. OTHER (Specify type of modification and authority) appropriation data, etc.) SET FORTH IN ITEM 14, PURSUANT TO THE AUTHORITY OF FAR 43.103(b).

E. IMPORTANT: Contractor is not is required to sign this document and return __________________ copies to the issuing office.

ORDER NO. IN ITEM 10A.

14. DESCRIPTION OF AMENDMENT/MODIFICATION (Organized by UCF section headings, including solicitation/contract subject matter where feasible.)

The purpose of this amendment is to (1) responds to questions submitted by offerors, and

(2) update contract language in section H.1 and J.6

All other terms and condition remain unchanged.

16A. NAME AND TITLE OF CONTRACTING OFFICER (Type or print)15A. NAME AND TITLE OF SIGNER (Type or print)

15C. DATE SIGNED 16B. UNITED STATES OF AMERICA 15B. CONTRACTOR/OFFEROR 16C. DATE SIGNED

(Signature of person authorized to sign) (Signature of Contracting Officer)

RYAN L. COLLINS

STANDARD FORM 30 (REV. 11/2016)

Prescribed by GSA FAR (48 CFR) 53.243

Previous edition unusable

Except as provided herein, all terms and conditions of the document referenced in Item 9 A or 10A, as heretofore changed, remains unchanged and in full force and effect .

75P00120R00015_0001_ACF OHSEPR Disaster Human Services Case Management

SECTION H - Special Contract Requirements

H.1 KEY PERSONNEL (IDIQ)

The key personnel subject to HHSAR Clause 352.237-75 are as follows:

a. Deployment Services

Position Title To be completed in individual task orders at award.

b. Readiness

Position Title:

Designation of specific individuals as key personnel will be done in the task order.

One (1) FTE DHSCM Program Manager not to exceed a total of 2080hrs in any combination per contract year;

One (1) FTE DHSCM Cadre Manager not to exceed a total of 2080hrs in any combination per contract year; and

One (1) FTE DHSCM Training Coordinator not to exceed a total of 2080hrs in any combination per contract year

H.1.1 DHSCM Program Manager (Readiness)

The Contractor must provide one (1) DHSCM Program Manager to be responsible for all work performed under this contract. The DHSCM Program Manager will be the primary point of contact for the CO and ACF OHSEPR’s Contracting Officer Representative (COR), and Program Manager. The Contractor’s Program Manager will have the resources and the authority to ensure efficient and timely DHSCM execution, which must be the Contractor’s focal point for all required program tasks.

The Contractor’s DHSCM Program Manager and any designated alternates(s) must have full authority to act for the Contractor on all contract matters relating to the delivery of DHSCM services as contracted.

The name of the staff person who will serve as the Program Manager as well as the name of any alternate(s) who may act on behalf of the Program Manager in his/her absence, must be submitted in writing to the PM and COR five (5) working days prior to the contract start date. During any absence of the DHSCM Program Manager, only one (1) alternate is allowed to serve as point of contact with the CO and COR.

The Contractor’s DHSCM Program Manager will be prepared at all times to present and discuss the status of contract activities, requirements, and issues.

The DHSCM Program Manager must immediately inform the CO and COR of any performance issues, cost or financial concerns and potential problems that, if unresolved, will adversely affect the Contractor’s performance, schedule or costs. The DHSCM Program Manager must take all appropriate measures to mitigate adverse impact to the contract and subsequently to ACF.

EDUCATION REQUIREMENTS:

The DHSCM Program Manager must have a Bachelor’s Degree and a minimum of six years of professional experience or a Master’s Degree and a minimum of four years professional experience as a program manager. The degree shall be in a business field (e.g., Program Management, Business Management, Business Administration, Accounting, Finance, and Economics). Relevant experience must be in program management (e.g., trend and forecast analysis, earned value management, cost benefit analysis, balanced scorecard, activity based costing, life cycle cost estimating, activity based budgeting, and gap analysis)and project management (e.g., communications plan development, risk management, project management frameworks such as Agile, resource planning and management, conflict management and resolution). PMP, PMI-ACP certification a plus.

H.1.1.1 DHSCM Program Manager Required Knowledge, Skills, and Abilities

COMMUNICATION: Ability to communicate clearly and effectively via oral and written means. Ability to present a reassuring and positive demeanor to individuals, their families, staff, supportive services personnel, and the general public.

COMPOSURE: Ability to remain calm and maintain self-control in the midst of difficult circumstances and emergencies. Ability to respond in a professional manner in all situations.

COMPUTER: Proficient or advanced skill in utilizing Outlook, Word and Excel;

PowerPoint, Access, Visio and a plus. Type 60 words per minute, with 90% accuracy.

DECISION MAKING: Ability to think analytically and evaluate the impact of case management recommendations. Ability to set work priorities and to evaluate and create solutions to work related problems. Ability to seek consultation and supervision as needed to ensure safety and efficient delivery of services. Ability to incorporate continuous improvement model for program quality assurance and quality improvement (QA/QI) to ensure superior program performance.

TECHNICAL: Knowledge and ability to apply project management skills; case management services and community resources; Federal, state, tribal and territorial disaster assistance programs, housing & utility assistance and disability benefits. Demonstrated knowledge of the National Response Framework, Emergency Support Function 6.

H.1.2 DHSCM Cadre Manager (Readiness)

The DHSCM Cadre Manager will be responsible for developing a DHSCM recruitment plan and recruiting DHSCM case managers and resource coordinators. The DHSCM Cadre Manager is responsible for ensuring completion of tasks identified in Sections C.2.1, C.2.4, and C.3.

The DHSCM Cadre Manager will be responsible for maintaining an updated and active roster of DHSCM case managers and DHSCM resource coordinators who are able to deploy when ACF OHSEPR issues a MATO to the Contractor. The DHSCM Cadre Manager will coordinate with designated ACF OHSEPR staff to surge DHSCM case managers and DHSCM resource coordinators as needed based the scope and magnitude of the disaster.

EDUCATION REQUIREMENTS:

The DHSCM Cadre Manager must have a Bachelor’s Degree and a minimum of four years of professional experience, specifically social and human services. Relevant experience must include experience in staff recruitment, retention and leading teams.

H.1.2.1 DHSCM Cadre Manager Required Knowledge, Skills, and Abilities

COMMUNICATION: Ability to communicate clearly and effectively via oral and written means. Ability to present a reassuring and positive demeanor to individuals, their families, staff, supportive services personnel, and the general public.

COMPUTER: Working knowledge of Outlook, Word and Excel; PowerPoint and Access a plus. Type 45 words per minute, with 90% accuracy.

solutions to work related problems. Ability to seek consultation and supervision as needed to ensure safety and efficient delivery of services.

H.1.3 HSCM Training Coordinator (Readiness)

The DHSCM Training Coordinator will be the primary point of contact for ACF OHSEPR’s training and exercises points-of-contact. The DHSCM Training Coordinator will be responsible for training and credentialing DHSCM case managers and resource coordinators.

The DHSCM Training Coordinator is responsible for ensuring completion of tasks identified in Section 3.6.

Additionally, the DHSCM Training Coordinator is responsible for the development and delivery of orientations and just-in-time training sessions for HHS and ACF personnel as identified by ACF OHSEPR.

The DHSCM Training Coordinator is responsible for ensuring completion of tasks identified in Sections CC.2.2, C.3, and C.3.2.

EDUCATION REQUIREMENTS:

The DHSCM Training Coordinator must have a Master’s degree and a minimum of four years of professional experience. Relevant experience must include experience in training development and delivery. The DHSCM Training Coordinator must have specific knowledge and experience in providing training on Disaster Case Management and ideally have experience providing case management services in the field.

H.1.3.1 DHSCM Training Coordinator Required Knowledge, Skills, and Abilities

COMMUNICATION: Ability to communicate clearly and effectively via oral and written means. Ability to present a reassuring and positive demeanor to individuals, their families, staff, supportive services personnel, and the general public.

plus. Type 45 words per minute, with 90% accuracy.

solutions to work related problems. Ability to seek consultation and supervision as needed to ensure safety and efficient delivery of services.

TECHNICAL: Knowledge of adult education andragogy and ability to develop and manage training record database for personnel.

H.2 DHSCM Field Positions (DHSCM DEPLOYMENTS)

H. 2.4.1 DHSCM Case Managers

DHSCM case managers provide disaster survivors with a single point of contact to facilitate access to a broad range of resources (Information and Referrals); assess disaster-caused unmet needs of individuals and families (Intake); develop recovery plans for disaster survivors; and assist with FEMA registration and/or appeals, if requested by FEMA and directed by ACF OHSEPR.

FEMA tiers disaster survivors from Tier I to Tier IV. Disaster survivors with the most acute or severe disaster recovery needs are triaged into Tiers III and IV. Consequently, the Contractor must recruit and maintain a cadre of Level I DHSCM case managers who will be deployed to support disaster survivors with less severe disaster recovery needs and Level II DHSCM case managers who will be deployed to support disaster survivors with severe disaster recovery needs which require more intensive support. Level II – Intensive – DHSCM’s would provide case management services to complex cases that involve high need areas and higher risk individuals, as determined by the DHSCM Group Supervisor or DHSCM Team Lead.

As a general planning factor, a deployed team composition will be comprised of 60 percent

Level I DHSCM case managers and 40 percent Level II DHSCM case managers. ACF OHSEPR will determine the exact composition based on operational need.

EDUCATION REQUIREMENTS:

Level I – General – DHSCM case managers must have a Bachelor's degree in behavioral sciences, human services, or social services fields. Two years prior experience in child welfare, emergency disaster response and/or recovery environments to include working within multi-disciplinary teams to develop case plans for disaster survivors with specified goals and outcomes is strongly preferred. Certification as a case manager as determined by the state licensing and certification board is strongly preferred. Bilingual (English / Spanish) communication skills are not required but are preferred.

Level II – Intensive – DHSCM case managers must have a Master's degree in behavioral sciences, human services, or social services fields. Intensive DHSCM shall have at least two years prior experience in child welfare, emergency disaster response and/or recovery environments to include working within multi- disciplinary teams to develop case plans with specified goals and outcomes and shall be licensed in their professional disciplines.

Bilingual (English / Spanish) communication skills are also preferred.

H.2.4.1.1 DHSCM Case Manager Required Knowledge, Skills, and Abilities

COMMUNICATION: Ability to communicate clearly and effectively via oral and written means. Ability to present a reassuring, professional and positive demeanor to individuals, their families, staff, supportive services personnel, and the general public.

plus. 45 words per minute, 90% accuracy.

TECHNICAL: Knowledge of case management services and community resources; Federal, state, tribal and territorial disaster assistance programs, housing & utility assistance and disability benefits. Demonstrated knowledge of the National Response Framework, Emergency Support Function 6, and the National Disaster Recovery Framework. Intensive DHSCMs (Level II) shall have advanced knowledge of case management and community resources.

H.2.4.2 DHSCM Group Supervisor

When ACF OHSEPR activates the Contractor to deploy a team of DHSCM case managers and resource coordinators to provide DHSCM services in disaster impacted states, tribes, or territories, the Contractor will include a DHSCM Group Supervisor as part of the team composition.

In the field, the DHSCM Group Supervisor is responsible for (1) the frontline supervision and management of deployed DHSCM case managers, resource coordinators, and other deployed DHSCM contract support staff; (2) ensuring that deployed contract staff are successfully completing the overall mission and the operational priorities identified and defined by ACF OHSEPR’s leadership; (3) ensuring appropriate handling of all data collected by DHSCM case managers.

EDUCATION REQUIREMENTS:

The DHSCM Group Supervisor must be a master’s level licensed professional in social work, counseling or related fields with no less than 5 years of professional experience providing case management services, including intensive case management for complex cases.

H.2.4.2.1 DHSCM Group Supervisor Required Knowledge, Skills, and Abilities

COMMUNICATION: Ability to communicate clearly and effectively via oral and written means. Ability to present a reassuring and positive demeanor to individuals, their families, staff, supportive services personnel, and the general public.

plus. 45 words per minute, 90% accuracy.

TECHNICAL: Knowledge of case management services and community resources; Federal, state, tribal and territorial disaster assistance programs, housing & utility assistance and disability benefits. Demonstrated knowledge of the National Response Framework, Emergency Support Function 6, and the National Disaster Recovery Framework. Intensive DHSCMs (Level II) shall have advanced knowledge of case management and community resources. Ability to manage a team, evaluate individual and team effectiveness, identify potential issues and propose solutions, and ability to prioritize the safety of deployed personnel.

H.2.4.3 DHSCM Resource Coordinators

DHSCM resource coordinators coordinate with federal, state, local and non-governmental partners to identify resource providers to whom case managers can refer disaster survivors for unmet needs. Additionally, DHSCM resource coordinators work throughout the duration of the MATO to develop and maintain an updated list of available resources to ensure that disaster survivors are referred to active resources.

EDUCATION REQUIREMENTS:

DHSCM resource coordinators must have a minimum of an Associate’s degree and one year of professional experience.

H.2.4.3.1 DHSCM Resource Coordinator Required Knowledge, Skills, and Abilities

COMMUNICATION: Ability to communicate clearly and effectively via oral and written means. Ability to present a reassuring and positive demeanor to individuals, their families, staff, supportive services personnel, and the general public.

COMPOSURE: Ability to remain calm and maintain self-control in the midst of difficult circumstances and emergencies. Ability to respond in a professional manner in all situations.

COMPUTER: Working knowledge of Outlook, Word and Excel; ability to navigate websites, compile and aggregate resources; PowerPoint and Access a plus. 45 words per minute, 90% accuracy.

SECTION J - List of Attachments

Reference Number

Title Number of Pages

J.1 Wage Determination 2015-4282, Rev 16, 12/23/2019 20 J.2 Past Performance Questionnaire 5 J.4 Accounting System Evaluation 4 J.5 Sample Task Order Scenario 1 - New Orleans Hurricane 1 J.6 Task Order Scenario 2 – Readiness (Table 3 QASP Amended) 10 J.7 Responses to Questions 1

J.7 Responses to Questions

RFP Section RFP Page

Number Question Answers

1 Section B Pg. 1

The RFP document begins with Section B. Is there a Section A? Yes, Section A is the attachment titled

75P00120R00015_Coverpage. Attachment

75P00120R0015_BASE_ACF OHSEPR Disaster Human

Services Case Management starts on Section B.

2 J.6 Pg. 19

Please define “regional” in the QASP entry “Submit and adhere to training schedule.”

Region would mean, in the contractors home state and/or nearby states.

3 J.6 Pg. 19

Please confirm “regional trainings” in the QASP entry “Submit and adhere to training schedule” is per quarter and not annual.

This is an error. This should read: Regional trainings per Year. See the correct version of J.6 in the amended solicitation

4 J.6 Pg. 1

J.6 starts with section 2.0 ‐ is there a section 1.0? No, Section J.6 starts at section 2.0. There is no

Section 1.0

5 H.2.4.1 Pg 35 of 72

Would individuals with in‐progress Master's degrees (graduate students) be considered for Level II (intensive) Case Manager positions?

Please see the response to question 10

6 J.6 Pg. 2

J.6 Readiness Task Order stipulates the following: "Ensure that all personnel deployed in support of a MATO are identifiable by a

Personal Identity Verification (PIV) card, Common Access Card (CAC) or other like badging card".

Is it the intent of ACF to issue HSPD‐12 approved credentials to meet the PIV/CAC requirement? If not, will contractor issued company badges meet the requirements?

Yes, A contractor issued company badges will meet this requirement

7 J.6 Pg. 2

If HSPD‐12 credentials are acceptable and issued by ACF: will ACF bear the costs of credentialing or will the contractor be expected to bear the cost?

Please see answer above. A Contractor issued company badge will meet this requirement

8 J.6 Pg. 1 Section 2.1

Is the staffing of the readiness task order limited to only the three positions outlined in the solicitation?

For the Readiness Task Order the Program Manager, Cadre Manager, and Training Coordinator are considered fulltime employees; however for the purposes of the Deployment Task Order the contractor shall have a roster/cadre for the readiness staffing that should contain 90 deployable ready Case

Managers/ CM team leads and supervisors.

9 J.6 Pg. 1 Section 2.1

Will the government permit staffing the readiness task order for any number of positions, so long as the total full time equivalency does not exceed 6,240 hours?

No, any combination of case manager/team leads/supervisor is acceptable i.e. 30 accountants will not acceptable. The positions listed on section H.1 are to adhere to that is 1 each Program Manager, Cadre Manager, and Training Coordinator each not to exceed 2080 hours

10 H.1 Pg. 32‐33

Can years of experience be substituted for graduate degrees? Yes ‐ A Bachelors Degree and 4 years of relevant experience can be substituted in place of a Masters or

Graduate degree.

11 H.1.1 Pg. 31

Will ACF accept other degree programs other than Business to be considered for the Program Manager position?

Yes ‐ Any professional undergraduate 4 year degree will suffice or combination of 2 year post High school certificate/degree and 4 years of Emergency

Management, Human Service experience.

12 NA NA

Is this a single or multi‐award IDIQ? Single Award IDIQ

13 NA NA

Will Executive Order 13706 apply to DHSCM contractor staff? Yes

14 Section C5 Pg. 09

Will ACF 508 compliance specialists be made available to review and approve 508 compliance?

Yes

15 H.2.4.1 Pg. 34

Will ACF provide a list of actual names for degrees/programs that the "Master's degree in behavioral sciences, human services, or social services fields." requirement?

No, but in fairness, any Master's degree that traces back to Human Service career, i.e. Case management work, Behavioral sciences, human services, or social services. See website below.

https://www.humanservicesedu.org/occupation‐ career‐outlook.html

16 NA NA

Will the Electronic Case Management Record System (ECMRS) be utilized for documentation of disaster survivor services for this contract?

Yes

17 NA NA

Will the contractor be required to develop an electronic system for documenting disaster survivor services?

No, this information should be captured in the

ECMRS.

75P00120R00015

ACF OHSEPR Disaster Human Services Case Management

J.6

Task Order Scenario 2_Readiness

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2.0 SCOPE OF WORK (Readiness)

The scope of work for this contract includes steady-state program management and operational readiness.

The Contractor shall furnish all of the necessary personnel, materials, services, facilities, (except as otherwise specified), and otherwise do all the things necessary for or the performance of the work as set forth in each task order.

2.1 DHSCM Recruiting and Screening

The Contractor must submit a candidate deployment roster to ACF OHSEPR on a monthly basis. This roster must include candidate names, organizations, locations, and positions in which the individual is qualified to perform DHSCM duties. Readily deployable cadre is defined as screened and trained as required by ACF OHSEPR. Contractor staff who have been not been trained as described in Section C.2.2 of the solicitation will not qualify as deployment ready, will not satisfy the Contractor’s requirement to maintain 90 case managers ready to deploy at all times, and they must not be deployed.

2.1.1 Recruitment and Staffing Plan

The Staffing Plan shall:

Describe the contractors DHSCM staffing strategy Explain the hiring process for required positions necessary to carry out the program Provide an organizational chart and Incident Command Structure when deployed on a MATO Describe the process and general timeframe to hire and train staff and the contractor’s contingency plan for staff turnover Include position descriptions as an attachment to the solicitation submission Program positions should align with positions identified in the itemized MATO deployment budget

2.1.2 Credentialing and Vetting of Personnel

Credentialing is essential to the emergency management community in that it ensures and validates the identity and attributes (e.g., affiliations, skills, or privileges) of individuals or members of response teams through standards. Credentialing ensures that personnel resources match requests, and it supports effective management of deployed responders.

The terms “credentialed” and “credentialing” mean having provided, or providing, respectively, documentation that identifies personnel and authenticates and verifies the qualifications of such personnel by ensuring that such personnel possess a minimum common level of training, experience, physical and medical fitness, and capability appropriate for a particular position.

Credentialing involves providing documentation that communicates and authenticates identi ty, as well as verifies the holder’s qualifications as an emergency responder and professional possessing skills according to standards within respective field of practice.

The Contractor shall:

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Certify that they have validated and vetted the identify of all personnel serving under this contract Certify that all personnel meet industry (i.e., emergency management, social work, data specialists, program management) standards and qualifications for the position(s) to be filled Ensure that all personnel deployed in support of a MATO are identifiable by a Personal

Identity Verification (PIV) card, Common Access Card (CAC) or other like badging card

The contractor shall be responsible for vetting, screening their DHSCM employees and ensuring there is an appropriate level of trust in the badged employee.

2.2 DHSCM Training

The Contractors training coordinator shall conduct training to all personnel involved in DHSCM operations. A training plan or proposal shall be furnished to ACF OHSEPR in advance of all requested trainings, including purpose of training, time needed, logistical needs and prerequisites (if any). The training should include ACF OHSEPR’s expectations on topics such as the selection, hiring and supervision of staff; program budgeting and reporting, invoice submission, program monitoring, Privacy Act and confidentiality requirements, how needs and requirements of individuals with disabilities are incorporated, agency/contractor communication policy, procurement of equipment and office supplies, program deadlines and program closure. This training must be conducted after this DHSCM contract is executed and before DHSCM services begins.

2.3.1 DHSCM Training Plan

A DHSCM Training Plan is essential in providing DHSCM staff with the necessary training and skills to serve the needs of disaster survivors. The Contractor must develop a DHSCM training plan and curriculum which will be approved by ACF OHSPER. The training plan and curriculum must be reviewed and approved by ACF OHSEPR 30 business days prior to delivery of training. The Contractor must incorporate all feedback from ACF OHSEPR into the training plan within ten (10) business days of receipt of feedback.

Once approved, the Contractor must implement the training plan to ensure that all contract staff are trained.

2.3.2 DHSCM Training Modules

1. Contractor shall develop a suite of training modules that:

a. Provides an orientation on the DHSCM program and value add to communities and individuals;

b. Provides an orientation on the role and responsibilities of DHSCM case managers and

DHSCM resource coordinators;

c. Is compliant with the National Incident Management System, the Incident Command

System, the National Emergency Response Framework’s Emergency Support Function 6, and ACF OHSEPR operational guidance; and

d. Is developed in MS PowerPoint and includes Instructor Guides and Student Guides developed in MS Word.

e. Additionally, all training materials must be 508-Compliant.

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2. Once the training modules are approved by ACF OHSEPR senior leadership, the contractor will provide up to four (4) in person trainings to ACF OHSEPR staff and other staff as identified by ACF OHSEPR.

2.3.2.1 Training Deliverable Schedule

Deliverable Q1 Q2 Q3 Q4 Vetted and Approved by

DHSCM

Training Plan

Outline Discussion

TBD

1st Draft

TBD

OHSEPR

Leadership

DHSCM

Orientation Module

Outline Discussion

TBD

1st Draft

TBD

Final Modules

TBD

OHSEPR

Leadership

DHSCM

Training Modules

Outline Discussion

TBD

1st Draft

TBD

Final Modules

TBD

OHSEPR

Leadership

2.3.3 DHSCM Supervisory Training

The supervisory training should focus on the role of the DHSCM group supervisor, quality control of case files, case reviews, data entry, accurate reporting, and personnel management. The training should also include instruction on the principles of disaster case management, Privacy Act compliance, and confidentiality. All DHSCM group supervisors must complete disaster case manager training prior to DHSCM supervisory role begins.

2.3.4 Continuous Training

Throughout the course of a DHSCM mission, changes may occur with federal, state, tribal and or territorial disaster assistance programs that affect an individual disaster survivor’s recovery plan. It is critical that case managers are aware of programmatic changes that may affect a disaster survivor’s ability to obtain resources. The contactor shall provide regular training focused on DHSCM policies and procedures.

Continuous training should better inform disaster case managers and supervisors on topics that increase their level of effectiveness. It includes a review of the FEMA sequence of delivery and duplication of benefits process and provides information on programmatic issues and changes.

The Contractor must provide DHSCM staff with refresher DHSCM training as required by ACF OHSEPR.

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3.5.5 Skilled Trainers

The Contractor is responsible for:

Providing instructors with demonstrated and verifiable DHSCM subject matter expertise who will train and credential DHSCM cadre members

Arranging all training logistics and activities, such as space, travel, registration, equipment, logistics, etc.

Delivering training across multiple mediums including online and traditional in-class training and any other training medium as needed to deliver training across multiple location sites and times

Maintaining training materials, including ensuring training materials are version controlled, reviewed, and approved by ACF OHSEPR before delivering the training to participants

Maintaining training records for all personnel

2.3.6 Required National Incident Management System and Incident Command System Courses

All DHSCM contract staff are required to complete the following Incident Command System (ICS) courses:

ICS 100: Basics of ICS ICS 200: Applying ICS to Health Care Organizations ICS 700: Introduction to National Incident Management System (NIMS)

2.3.7 Required Independent Study courses:

All DHSCM contract staff are required to complete the following independent study courses offered by FEMA’s Emergency Management Institute:

IS-366.a: Planning for the Needs of Children in Disasters IS-403: Introduction to Individual Assistance IS-405: Overview of Mass Care/Emergency Assistance IS-368: Including People with Disabilities & Others with Access & Functional Needs in

Disaster Operations

2.5.1 Program Management System

The Contractor must establish and maintain a program management system using its own tools and methodologies that will be subject to review by ACF OHSEPR. This program management system must employ program control, tools, techniques, and procedures that include risk management, quality assurance, work breakdown structuring, a cadre database, and security management. The program management system should also include a toolbox of external control procedures, preparation tools, job aids, and templates designed to support the contract, and the ACF OHSEPR team.

The Contractor’s program management system must include, but not limited to the following areas:

Contractors cadre database to include names, dates available for deployment, position, organization, resumes, deployment area of operation, and DHSCM position roles for which the

5 | P a g e individual is fully trained and qualified to perform (e.g., case managers, supervisor, etc.)

Financial database to include invoicing, budgets, timesheets, cost control and procedures.

Contractors Task Management, to include deployments, schedules, locations, etc.

Training schedules to include and not limited to trainee information, date, times, instructional personnel, locations, and type of training, for example initial, refresher, remediation, and other professional development indicators used to qualify personnel

The Contractor is required to develop and maintain a schedule for all work performed under the contract.

The Contractor must provide sufficient detail to demonstrate that all sections of the work are appropriately resourced, thoroughly planned, and proceed according to requirements. Schedule(s) must identify subordinate- tier activities, dependencies between activities, and milestones required to demonstrate successful completion of projects. The schedule(s) must identify the exit criteria required to satisfy milestone requirements that enable the Contractor to proceed with follow-on activities. The schedule(s) must be baselined. Schedule updates must be made frequently, or as designated by ACF OHSEPR.

Changes to scheduled baseline milestones must be documented by the Contractor and formally authorized by ACF OHSEPR or its designee.

2.5.2 Program Management Plan

The Contractor must provide a Contractor Program Management Plan (PMP) that fully documents its management approach for the recruitment, delivery, and execution of contracted DHSCM services. The Contractor must update its PMP when there are program management changes and changes to the information required. At a minimum, the contractor PMP must include the below listed requirements:

Provide information on the Contractor’s management organization, internal management policies, and procedures.

Detail how the Contractor will communicate and conduct regular meetings and reviews with ACF OHSEPR personnel about the required activities and deliverables of the Contract.

Provide an organization chart of the Contractor’s line of business to be used in performance of the contract.

Provide a narrative describing how the Contractor will fully integrate the management of the elements of this contract.

Provide a DHSCM cadre recruitment plan.

If the PMP includes subcontractors, other than individual subcontractors, the Contractor must:

o Provide organizational information about the subcontractor, and its organizational elements must be included in the primary contractor’s project organizational chart.

o Describe and document how subcontractor(s)’ activities will be managed.

o Describe how the organizational relationship between the primary Contractor and the subcontractor(s) will be maintained between the prime and subcontractors.

o Describe the methods of requirement flow-down and how activity progress reporting will be delivered back to the prime Contractor.

o Detail the Contractor’s approach to selecting subcontractor(s) and maintaining the quality of products produced by subcontractors(s).

o Describe the subcontractor(s)’ role under the contract, its relationship to the contractor, and its experience over the past three (3) fiscal years, at a minimum.

6 | P a g e o Provide subcontractor independent verification and validation process.

o Identify key technical and management personnel who will be assigned to the contract.

o Describe internal policies and procedures to be used in managing the contract and resources associated with the contract.

o Describe the management and process for addressing work increases (spikes) and lulls as work priorities and schedules shift.

o Describe the approach and method for the identification, assessment, and mitigation of program risks including but not limited to:

Provisions for identifying risk areas;

Assessing risk factors;

Assigning appropriate resources to reduce risk factors;

Identifying and analyzing alternative actions available; and, Identifying the most promising alternatives, and planning for implementation of risk reduction.

2.5.2.1 Project Management Plan Deliverable Schedule

Deliverable Q1 Q2 Q3 Q4 Vetted and Approved by

Contractor Program Management Plan

Outline Discussion

TBD at Award

1st Draft TBD at Award

OHSEPR

Leadership

DHSCM

cadre recruitment plan

Outline Discussion

TBD at Award

1st Draft TBD at Award

OHSEPR

Leadership

2.6 Contract Review Meetings

The contractor shall participate in regular meetings and/or discussions with ACF OHSPER, the CO and/or COR to coordinate and oversee the contract effort. Such meetings may include, but are not limited to, meeting of the contractors and subcontractors to discuss operational progress, meetings with individual contractors and other government officials to discuss the technical, regulatory, and ethical aspects of the program; and meetings with technical consultants to discuss technical data provided by the contractor.

2.7 Risk Management Plan

The Contractor shall develop a risk management plan within 90 days of contract award highlighting potential problems and/or issues that may arise during the life of the contract; their impact on cost, schedule, and performance; and appropriate remediation plans. This plan should reference relevant WBS elements where appropriate. Updates to this plan shall be included, at a minimum, on a quarterly basis (every three months) in the monthly Project Status Report.

2.8 Monthly and Annual Reports

The contractor shall deliver Project Status Reports to ACF OHSEPR on a monthly basis. The reports shall address the items below:

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Executive summary highlighting the progress, issues, and relevant activities Progress in meeting contract milestones, detailing the planned progress and actual progress during the reporting period, explaining any differences between the two and corrective steps Project Monitoring Tool(s) Updated Risk Management Plan (every three months) Estimated and actual expenses

3.0 QUALITY ASSURANCE SURVEILLANCE PLAN (QASP)

The Government intends to utilize a Quality Assurance Surveillance Plan (QASP) to monitor the quality of the Contractor’s performance for the life of the contract. The oversight provided in the IDIQ and in the QASP will help to ensure that service levels reach and maintain the required levels throughout the contract term. Further, the QASP provides the IDIQ with a proactive way to avoid unacceptable or deficient performance and provides verifiable input for the required Past Performance Information Assessments. The QASP will be developed by the Government in conjunction with the performance work statement. It will be finalized upon award and a copy provided to the Contractor after award. The QASP is a living document and may be updated by the Government as necessary for the life of the contract or until all funds are disbursed.

4.0 IT Security Requirements

Purpose

The Standard Security, Privacy and Task language is designed to provide ACF with a baseline set of requirements and task language to be used in its procurements. Specifically, procurements involving IT services or access to personally identifiable information (PII) or Federal IT systems.

A. Baseline Security Requirements

1) Applicability. The requirements herein apply whether the entire contract or order (hereafter “contract”), or portion thereof, includes either or both of the following:

a. Access (Physical or Logical) to Government Information: A Contractor (and/or any subcontractor) employee will have or will be given the ability to have, routine physical (entry) or logical (electronic) access to government information as required to perform their work. Access is contingent upon positive adjudication of background check.

b. Operate a Federal System Containing Information: A Contractor (and/or any subcontractor) will operate a federal system and information technology containing data that supports the ACF mission. In addition to the Federal Acquisition Regulation (FAR) Subpart 2.1 definition of “information technology” (IT), the term as used in this section includes computers, ancillary equipment (including imaging peripherals, input, output, and storage devices necessary for security and surveillance), peripheral equipment designed to be controlled by the central processing unit of a computer, software, firmware and similar procedures, services (including support services), and related resources.

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2) Safeguarding Information and Information Systems. In accordance with the Federal Information Processing Standards Publication (FIPS) 199, Standards for Security Categorization of Federal Information and Information Systems, the Contractor (and/or any subcontractor) shall:

a. Protect government information and information systems in order to ensure:

Confidentiality, which means preserving authorized restrictions on access and disclosure, based on the security terms found in this contract, including means for protecting personal privacy and proprietary information;

Integrity, which means guarding against improper information modification or destruction, and ensuring information non-repudiation and authenticity; and

Availability, which means ensuring timely and reliable access to and use of information.

b. Provide security for any Contractor systems, and information contained therein, connected to an HHS network or operated by the Contractor on behalf of ACF regardless of location.

c. Adopt and implement the policies, procedures, controls, and standards required by the HHS Information Security Program to ensure the confidentiality, integrity, and availability of government information and government information systems for which the Contractor is responsible under this contract or to which the Contractor may otherwise have access under this contract.

d. Comply with the Privacy Act requirements and tailor FAR clauses as needed.

3) Information Security Categorization. In accordance with FIPS 199 and National Institute of Standards and Technology (NIST) Special Publication (SP) 800-60, Volume II: Appendices to Guide for Mapping Types of Information and Information Systems to Security Categories, Appendix C, and based on information provided by the ISSO, CISO, or other security representative, the risk level for each Security Objective and the Overall Risk Level, which is the highest watermark of the three factors (Confidentiality, Integrity, and Availability) of the information or information system. The contractor shall work with the ACF security team to categorize information or information systems. The categorization can change at any time throughout the lifecycle of the system. The contractor shall ensure proper controls are implemented based on the categorization.

4) Controlled Unclassified Information (CUI). CUI is defined as “information that laws, regulations, or Government-wide policies require to have safeguarding or dissemination controls, excluding classified information.” The Contractor (and/or any subcontractor) must comply with Executive Order 13556, Controlled Unclassified Information, (implemented at 3 CFR, part 2002) when handling CUI. 32 C.F.R.

2002.4(aa) As implemented the term “handling” refers to “…any use of CUI, including but not limited to marking, safeguarding, transporting, disseminating, re-using, and disposing of the information.” 81 Fed.

Reg. 63323. All sensitive information that has been identified as CUI by a regulation or statute, handled by this solicitation/contract, shall be:

a. marked appropriately;

b. disclosed to authorized personnel on a Need-To-Know basis;

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c. protected in accordance with NIST SP 800-53, Security and Privacy Controls for Federal Information Systems and Organizations applicable baseline if handled by a Contractor system operated on behalf of the agency, or NIST SP 800-171, Protecting Controlled Unclassified Information in Nonfederal Information Systems and Organizations if handled by internal Contractor system; and

d. returned to ACF control, destroyed when no longer needed, or held until otherwise directed. Destruction of information and/or data shall be accomplished in accordance with NIST SP 800-88, Guidelines for Media Sanitization.

5) Protection of Sensitive Information. For security purposes, information is or may be sensitive because it requires security to protect its confidentiality, integrity, and/or availability. The Contractor (and/or any subcontractor) shall protect all government information that is or may be sensitive in accordance with OMB Memorandum M-06-16, Protection of Sensitive Agency Information by securing it with a FIPS 140- 2 validated solution.

6) Confidentiality and Nondisclosure of Information. Any information provided to the contractor (and/or any subcontractor) by ACF or collected by the contractor on behalf of ACF shall be used only for the purpose of carrying out the provisions of this contract and shall not be disclosed or made known in any manner to any persons except as may be necessary in the performance of the contract. The Contractor assumes responsibility for protection of the confidentiality of Government records and shall ensure that all work performed by its employees and subcontractors shall be under the supervision of the Contractor. Each Contractor employee or any of its subcontractors to whom any ACF records may be made available or disclosed shall be notified in writing by the Contractor that information disclosed to such employee or subcontractor can be used only for that purpose and to the extent authorized herein.

The confidentiality, integrity, and availability of such information shall be protected in accordance with HHS and ACF policies. Unauthorized disclosure of information will be subject to the HHS/ACF sanction policies and/or governed by the following laws and regulations:

a. 18 U.S.C. 641 (Criminal Code: Public Money, Property or Records);

b. 18 U.S.C. 1905 (Criminal Code: Disclosure of Confidential Information); and

c. 44 U.S.C. Chapter 35, Subchapter I (Paperwork Reduction Act).

7) Internet Protocol Version 6 (IPv6). All procurements using Internet Protocol shall comply with OMB Memorandum M-05-22, Transition Planning for Internet Protocol Version 6 (IPv6).

8) Websites and Digital Services. All new and existing public-facing government websites shall comply with the Integrated Digital Experience Act (IDEA).

9) Government Websites. All new and existing public-facing government websites must be securely configured with Hypertext Transfer Protocol Secure (HTTPS) using the most recent version of Transport Layer Security (TLS). In addition, HTTPS shall enable HTTP Strict Transport Security (HSTS) to instruct compliant browsers to assume HTTPS at all times to reduce the number of insecure redirects and protect against attacks that attempt to downgrade connections to plain HTTP. For internal-facing websites, the HTTPS is not required, but it is highly recommended.

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9) Contract Documentation. The Contractor shall use provided templates, policies, forms and other agency documents, if applicable, to comply with contract deliverables as appropriate.

10) Standard for Encryption. The Contractor (and/or any subcontractor) shall:

a. Comply with the HHS Standard for Encryption of Computing Devices and Information to prevent unauthorized access to government information.

b. Encrypt all sensitive federal data and information (i.e., PII, protected health information [PHI], proprietary information, etc.) in transit (i.e., email, network connections, etc.) and at rest (i.e., servers, storage devices, mobile devices, backup media, etc.) with FIPS 140-2 validated encryption solution.

c. Secure all devices (i.e.: desktops, laptops, mobile devices, etc.) that store and process government information and ensure devices meet HHS and ACF-specific encryption standard requirements. Maintain a complete and current inventory of all laptop computers, desktop computers, and other mobile devices and portable media that store or process sensitive government information (including PII).

d. Verify that the encryption solutions in use have been validated under the Cryptographic Module Validation Program to confirm compliance with FIPS 140-2. The Contractor shall provide a written copy of the validation documentation to the COR prior to implementation of the solution.

e. Use the Key Management system on the HHS personal identification verification (PIV) card or establish and use a key recovery mechanism to ensure the ability for authorized personnel to encrypt/decrypt information and recover encryption keys. Encryption keys shall be provided to the COR upon request and at the conclusion of the contract.

11) Contractor Non-Disclosure Agreement (NDA). Each Contractor (and/or any subcontractor) employee having access to non-public government information under this contract shall complete the ACF non-disclosure agreement. A copy of each signed and witnessed NDA shall be submitted to the Contracting Officer (CO) and/or CO Representative (COR) prior to performing any work under this acquisition.

12) Privacy Threshold Analysis (PTA)/Privacy Impact Assessment (PIA) – When applicable, the Contractor shall assist the ACF Senior Official for Privacy (SOP) or designee with conducting a PTA for the information system and/or information handled under this contract to determine whether or not a full PIA needs to be completed.

a. If the results of the PTA show that a full PIA is needed, the Contractor shall assist the ACF SOP or designee with completing a PIA for the system or information within 30 days after completion of the PTA and in accordance with HHS policy and OMB M-03-22, Guidance for Implementing the Privacy Provisions of the E-Government Act of 2002.

b. The Contractor shall assist the ACF SOP or designee in reviewing the PIA at least every three years throughout the system development…