Attachment 1 - PWS - USFA-NFA Program Support Services.pdf

RFQ# 70FA2021Q00000015

Attachment 1

PERFORMANCE WORK STATEMENT

UNITED STATES FIRE ADMINISTRATION (USFA) / NATIONAL FIRE ACADEMY (NFA)

PROGRAM SUPPORT SERVICES CONTRACT

Table of Contents

1. BACKGROUND

2. OBJECTIVES

3. APPLICABLE DOCUMENTS

4. ACRONYMS USED WITHIN THE PERFORMANCE WORK STATEMENT

5. TASKS/REQUIREMENTS

Task 1 – Logistical, editorial, administrative, and word processing support related to course materials

Task 2 – Logistical, administrative, and program support for on-campus course deliveries, online learning self-study and blended-learning activities conducted by NFA, off-campus course deliveries, and for selected program activities of the USFA

Task 3 – Administrative Support for the Executive Fire Officer (EFO) Program and the Managing Officer (MO) Program

Task 4 – Additional administrative, clerical, and editorial support

Task 5 – Maintain a computerized inventory management system for course materials in a shared environment

Task 6 – Standard Operating Procedures (SOPs)

6. GENERAL REQUIREMENTS

7. PLACE OF PERFORMANCE & SUPPORT / COVERAGE

8. PERIOD OF PERFORMANCE

9. CONTRACT TYPE

10. ACCEPTANCE CRITERIA

11. PERSONNEL REQUIREMENTS

12. OTHER REQUIREMENTS

12.1 Section 508 Requirements

12.2 Information Sharing

1. BACKGROUND

The National Fire Academy (NFA) is an organizational unit of the U.S. Fire Administration (USFA), which is part of the Department of Homeland Security’s (DHS) Federal Emergency Management Agency (FEMA). It is located on the campus of the National Emergency Training Center (NETC), a FEMA government facility located at 16825 South Seton Avenue, Emmitsburg, Maryland.

Additional information pertaining to the USFA, NFA, and the NETC campus may be accessed at www.usfa.fema.gov

The USFA/NFA works to enhance the ability of fire and emergency services and allied professionals to deal more effectively with fire and related emergencies via programs and specialized training courses in: Leadership and executive development, emergency medical services, incident management, planning/information management, hazardous materials, fire prevention, fire/arson/explosion investigation, community risk reduction, public fire education, responder health and safety, and terrorism. Courses are delivered on-campus, off-campus throughout the Nation in cooperation with state and local fire training organizations and local colleges and universities, and via web-based/distance learning and blended-learning formats.

There are approximately 35-40 courses in various stages of development or revision during the year. The “norm” is eight to ten classes being conducted on campus at one time. A complete schedule may be found at http://apps.usfa.fema.gov/nfacourses/ .

2. OBJECTIVES

The USFA/NFA requires Contractor support services in the areas of logistical, word processing, editorial, and conferences/meetings to support the on-going preparation and delivery of its training materials and other programs within the USFA in support of the USFA’s four major programmatic areas: 1) Training; 2) Technology; 3) Data Collection, and, 4) Public Education and Awareness.

The Contractor shall provide the necessary management and staff to perform required tasks under the Performance Work Statement (PWS). The On-Site Contract Project Manager shall manage the administrative functions and personnel matters of the contract employees.

3. APPLICABLE DOCUMENTS

NFA resident course catalogs (including course schedules) are available at:

http://apps.usfa.fema.gov/nfacourses/ (Work for option periods is anticipated to be similar in effort.)

Off-campus course schedules are available at: http://apps.usfa.fema.gov/nfacourses/ (Work for option periods is anticipated to be similar in effort.)

4. ACRONYMS USED WITHIN THE PERFORMANCE WORK STATEMENT

ACR Accessibility Conformance Report http://www.usfa.fema.gov/ http://apps.usfa.fema.gov/nfacourses/ http://apps.usfa.fema.gov/nfacourses/ http://apps.usfa.fema.gov/nfacourses/

AP Associated Press APA American Psychological Association ARP Applied Research Project COR Contracting Officers Representative CP Capstone Project CRBA Consular Report of Birth Abroad DHS Department of Homeland Security EFO Executive Fire Officer Program EOD Entry on Duty FAR Federal Acquisition Regulation FEMA Federal Emergency Management Agency FFP Firm-Fixed Price FOUO For Official Use Only GFE Government Furnished Equipment GPM Government Project Monitor * GPO Government Printing Office ICT Information and Communications Technology IGs Instructor Guides LRC Learning Resource Center MBI Moderate Risk Background Investigation MO Managing Officer Program NACI National Agency Check with Inquiries NDA Non-Disclosure Agreement NETC National Emergency Training Center NFA National Fire Academy PII Personally Identifiable Information POP Period of Performance PSD Personnel Security Division PWS Performance Work Statement SMs Student Manuals SOPs Standard Operating Procedures TRADE Training and Resources Data Exchange USFA U.S. Fire Administration

*GPMs are Government employees serving as a technical representative for specific USFA/NFA programs. The GPMs prepare task requests and forward to the COR for review and approval. The COR forwards approved task requests to the Contractor, and the GPM will provide any needed directions / instructions.

5. TASKS/REQUIREMENTS

Task 1 – Logistical, editorial, administrative, and word processing support related to course materials

The NFA develops and delivers courses that include both traditional classroom-based learning and online learning in self-study and blended-learning formats using traditional word processing for paper-based course materials and web-based design tools. Web-based design tools may include Dreamweaver (the learning platform used for web-based editing, NFA provided course templates and other software such as approved e-pubs software to support the development, testing and evaluation of online learning self-study and blended-learning courses. Course materials include, but is not limited to: instructor guides, student manuals, simulations, slides, quizzes/exams, correspondence, reports, proposals, and schedules. This is not “course development” support from content, materials, subject, etc. standpoints or “instructional design / development” support;

rather all necessary content and specific in-depth instructions on desired outcomes shall be provided to the Contractor to facilitate the below support the Contractor is tasked with providing.

1.1 The Contractor shall provide editorial, word processing, and logistical support, including format and layout, grammar, punctuation, pagination, and proofreading of Government Project Monitor (GPM) provided course materials from draft through final stages for approximately 35-40 courses in various stages of development or revision during the year.

The Contractor shall provide Associated Press (AP) and American Psychological Association (APA) Manual (as needed) edited/final revised course materials developed for pilot, regular, web-based, and on-line distance learning course delivery within 30 workdays after receipt of task request.

1.2 The Contractor shall provide support for online learning self-study and blended-learning course content. Using the NFA approved course templates, the Contractor shall make corrections/revisions, or simple conversions from PDF and/or plain text to web-based self-study and blended-learning content for existing NFA courses. Contractor shall extract content annotated by GPM from current paper-based materials and convert to a web-based format. NFA is currently using the Adobe Web Standard CS6Package (Suite) software. Courses are currently developed in a 508 compliant, SCORM 1.2 Dreamweaver or HTML web template, which will be provided to the Contractor, along with a development guide for each. For NFA Online self-study and mediated courses, an approved course template along with a user/development guide will also be provided.

1.2.1 From materials provided by the GPM, create and provide final copy of exams for

NFA’s online learning self-study and blended-learning courses within 10-15 workdays after receipt of task request. Exams to be created within the respective self-study and blended learning platforms.

1.2.2 Utilizing current electronic file masters of NFA course content, Contractor shall:

Annotate blank pages, convert Word files to PDF, comply with the provisions of the

Electronic and Information Technology Clause (Section 508), and forward materials for posting within 10 workdays after receipt of task request. Section 508 training (including new version training as offered) shall be provided by the Government.

Other software may also be used and will be provided by the Government.

1.2.3 The Contractor shall convert existing NFA courses from classroom based training to online learning self-study and blended-learning formats as annotated by the GPM and provide the necessary services to ensure that all online learning course materials comply with the provisions of the Electronic and Information Technology Clause (Section 508) within 10-15 work days after receipt of task request.

1.2.3.a. All multimedia elements will be provided to the Contractor on FEMA approved electronic data storage device (CD, DVD, USB, etc.) with page placement identified. Contractor shall determine if multimedia requires closed captions, a transcript, alternate text, or long descriptions and apply (except videos requiring closed captioning). Contractor shall document videos requiring closed captioning and provide to the NFA Online technical team.

1.2.3.b. Contractor shall test all materials for 508 compliance throughout development of web content using tools provided by the Government.

1.2.3.c. Contractor shall document how all 508 standards were met and identify any outstanding issues.

1.2.3.d. Contractor shall conduct final review of entire course for 508 compliance and fix any problems identified during review and provide 508 compliant content to NFA Online technical team for 508 certification and uploading to the Learning Management System (currently SAP and Blackboard) within 15-30 workdays after the task request is received.

1.2.3.e. The Contractor shall provide transcription of videos to be used for closed captioning and Section 508 compliance.

1.3 The Contractor shall maintain records and information on the status of course development materials in production including reproduction and compatibility of multiple editions, and status of word processing and editorial work.

1.4 The Contractor shall maintain an archive file with one back up copy of all course materials that are produced.

1.5 The Contractor shall maintain, store, and track all current originals, dupe masters, and archived computer data or disks of all course materials used for mass production, including specifications for printing in a vault/cabinet provided by NFA.

1.6 The Contractor shall maintain a database of all courses that includes, but is not limited to:

course title, course code, course contents, printing edition, and the responsible GPM in a shared environment.

1.7 From documentation provided by the responsible GPM, the Contractor shall establish and maintain a central file of copyright clearances used in all NFA courses.

1.8 From documentation provided by the responsible GPM, the Contractor shall establish and maintain a central file of documentation pertaining to IACET CEU requirements for all NFA courses.

1.9 The Contractor shall provide support for the duplication of FEMA approved electronic data storage devices (CD, DVD, USB, etc.) within 5-10 work days after receipt of task request.

1.10 Deliverables Table for Task Section 1: See PWS Tasks for extensive detail

Tasks Section Deliverable Due Date Approval

1.1 Final/AP and (APA)

15-30 Workdays after receipt of task request (TR)

COR

1.2.1 Final Copy of Exams 10-15 Workdays after receipt of TR COR

1.2.2 Converted PDF Files 10 days from receipt of TR COR

1.2.3 Converted Web-based Files 10-15 Workdays after receipt of TR COR

1.2.3d Final Course Review for 508 15-30 Workdays after receipt of TR COR

1.7 Central File of Copyright Clearances

When Requested by GPM COR

1.8 Central File of IACET CEU Documentation

When Requested by GPM COR

1.9

FEMA approved electronic data storage devices (CD, DVD, USB, etc.)

5-10 Workdays after receipt of TR COR

Task 2 – Logistical, administrative, and program support for on-campus course deliveries, online learning self-study and blended-learning activities conducted by NFA, off-campus course deliveries, and for selected program activities of the USFA

2.1 The Contractor shall provide the following pre- and post-course logistical and administrative support for NFA 2-, 5, 6, 9 and 10-day on-campus training activities, and USFA program activities that include both traditional face-to-face activities as well as web-based training activities:

2.1.1 The Contractor shall schedule classrooms and breakout rooms and distribute the schedule on a weekly basis. Classrooms assignments are determined according to the annual Catalog of Activities - NFA Resident course schedule. A classroom assignment list that has specific requirements for courses and all Training Specialists will be provided. The schedule is set up for the fiscal year with the course dates, course/activities, classroom number, notes, and breakout room numbers. The schedule is available / posted (currently in Sharepoint ESW).

2.1.2 The Contractor shall ensure an adequate stock of course materials and audiovisual support equipment is available and stock and maintain classroom supplies for each scheduled on-campus course. Classrooms materials and supplies shall be in the classrooms by 7 p.m. prior to the first day of the course/activity. The Contractor shall as needed submit the reorders for classroom materials and supplies through the Government supply system.

2.1.3 Contractor shall complete classroom inventory and place the inventory sheets on the podium for instructor review/certification and collect same.

2.1.4 The Contractor shall provide the necessary services to support a variety of on-campus course activities for which any training needed would be provided that includes but is not limited to:

o Preparation and distribution of course information items such as agendas checklists, equipment lists, study guides, student activity sheets (as requested).

o Assist with simulation and/or joint training activities and serve in role-play activities to assist with educational outcomes, o Coordinate in-class/practical exercise support requirements,

2.2 The Contractor shall provide support to the Fire Arson Investigation Curriculum. Courses are delivered in the J Building classroom and at the Fire Science Training Complex/Live Burn/Investigation Classrooms (Range Classroom). The Contractor will be trained on required duties to include safety training, protective gear/clothing, etc.

2.2.1 The Contractor shall assist with planning, scheduling, and support of classroom preparation in both the J Building Classroom and the Range Classroom.

2.2.2 The Contractor shall facilitate delivery and acceptance of teaching materials delivered to either classroom. The Contractor shall assist with moving supplies, teaching aids, and resources between the classrooms and storage locations around the NETC campus.

2.2.3 The Contractor shall ensure the Range is prepared for each portion of instruction offered there through set up of tools, equipment, lighting and resources the students use in the classroom, returning the items after an exercise, re-stocking the investigative kits with new supplies between classes, assembling small items of furniture for use in the burn area, obtaining audio visual equipment, cameras, SD cards and other student supplies and ensuring those items are available at the appropriate time for each class. The Contractor shall ensure the classroom and

Range is neat and orderly prior to the students’ arrival and will place trash in the trash receptacle provided by the Facilities Maintenance Contractor. The Facilities Maintenance Contractor shall dispose of collected trash once a week. Range classroom set up involves lifting and moving of resources teaching aids and supplies. The Contractor shall be capable of lifting and moving 50 pounds and able to work in the dynamic and varying requirements of both inside and outside training environments.

2.2.4 The Contractor shall assist with the set up and staging of supplies utilized in the class demonstrations at the Range. The Contractor shall assist with Range classroom activities such as operation of the black water sediment diversion system, preparation of student activities, burn activities, electrical demonstrations, and artifact creation activities at both the J Classroom and the Range.

2.2.5 The Contractor shall conduct weekly inventories of J Classroom and Range

Classroom associated supplies and teaching items/equipment/props and notify the Training Specialist of any discrepancies or needs.

2.2.6 The Contractor shall accompany Government personnel (either FEMA or ATF) in

Government vehicles to local surrounding area stores (Goodwill, Wal-Mart, Lowes, etc. in Frederick, Waynesboro, Westminster, etc.) to select items needed for the Range. These local trips usually do not exceed 15 per year.

2.2.7 Safety is of primary concern at NETC. Along with the instructional cadre while at the

Range Classroom, the Contractor shall utilize safety equipment such as a hard hat, work boots, and safety glasses. Use of a N95 disposable respirator may be required while the Contractor is participating in certain, limited instructional activities.

Respirator training will be provided by the GPM. It is recommended that the contract employer provide the employee with a half face reusable respirator and the associated medical screening, fit test, required for use under OSHA regulations.

The Contractor is not responsible for tasks covered under the Facility Maintenance Contract such as moving furniture as part of classroom setup, snow removal, mowing, trimming, emptying trash receptacle(s) at the Range, facility repairs, etc.

The Contractor shall notify the GPM of the need for preparation and submission of work orders through the NETC Facilities Maintenance system when these services are required. The Contractor shall accompany personnel coming to either classroom to complete requested work orders.

The Contractor is not responsible for the demolition/rehabilitation of the individual burn cells within the Range Classroom such as tear out, debris removal, rebuilding, painting, carpeting, etc. that are covered under a separate Government contract.

2.3 Based upon established procedures, the Contractor shall provide support for tracking pre-and post-course assignments for the usual 25-30 students in a course and approximately 25 course offerings that may have similar pre and/or post-course requirements. Examples of support include but are not limited to: Verification of student rosters, distribution of course materials, follow-up with students regarding assignment deadlines, project extensions or other assignment-related matter, file creation/documentation/ maintenance, data tracking, verification and notification of completion status, database updates, communication/coordination with students, instructors, and the NETC Admissions Office regarding Certificates of Achievement, and preparation and mailing of correspondence, certificates or other materials.

2.4 The Contractor shall perform logistical, administrative, and pre-and post-course program support for approximately 400 NFA sponsored 2-, 5, 6, 9 and 10-day Off-Campus training programs.

2.4.1 The Contractor shall create files, check pre-course count, and follow-up with states and GPMs via email and/or telephone.

2.4.2 The Contractor shall have prototype visual and audiovisual material sets prepared for duplication and reproduction.

2.4.3 The Contractor shall ship instructional kits (or replacement components) to off-campus course delivery locations, including packing slips and appropriate inventory control documents via UPS Ground to arrive at the site one month prior to the class start. The Contractor shall notify the GPM of potential schedule conflicts based on the availability of instructional kits and ensure that instructional kits are returned and are complete and ready for the next course delivery. In the event of scheduling, availability, or other similar issues, other modes of special shipment such as air express can be utilized, but the Contractor shall take all possible measures to avoid use of these methods of shipment. All shipment costs are borne by USFA / NFA.

2.4.4 Verify final class roster information with individual training delivery locations, coordinate the preparation of course completion certificates with the NETC Admission’s Office, and track and mail the certificates to the course delivery location.

2.4.5 The Contractor shall provide the GPM 2-, 5, 6, 9 and 10-day off campus course delivery schedule updates and prepare and transmit appropriate coordination and assessment information, as identified by GPM, to instructors and site coordinators.

2.4.6 The Contractor shall contact course hosts, state training offices, regional, and Training Resources and Data Exchange (TRADE) contacts and instructors to double-check receipt of materials, request preliminary rosters, and follow-up on any reported deficiencies.

2.4.7 The Contractor shall receive and respond to inquiries from state and local contacts regarding the status of all materials shipped for the 2-, 5, 6, 9 and 10-day off campus NFA sponsored programs.

2.5 Deliverables Table for Task 2: See PWS Tasks for extensive detail

2.1 All items associated with a course/activity in section 2.1 of the PWS

By 7 p.m. the night prior to course/activity

COR

2.3

All items associated with an Off-Campus Training Programs in section 2.3 the PWS

By 7 p.m. the night prior to course/activity

COR

Task 3 – Administrative Support for the Executive Fire Officer (EFO) Program and the Managing Officer (MO) Program

The Contractor shall provide support for the EFO and MO programs. The EFO Program is a 2-year program, consisting of four, NFA, on-campus courses (two 10-day and two 6-day courses), four 10-week online mediates courses, and one 24-month online mediated course. In FY22 and each FY thereafter, six new cohorts (maximum 25 students per cohort) will begin the EFO Program.

The MO Program is a 2-year program, consisting of four, NFA, 6-day on-campus courses.

3.1 The Contractor shall maintain program rosters of EFO and MO students from point of acceptance to completion of programs. Rosters will be available in an alphabetical listing with annual updates based on yearly program admissions. The rosters will contain data as to EFO Program cohort assignments, EFO and MO program start dates, projected EFO and MO program completion dates, and demographic data appropriate to program management (city, state, FEMA Region, etc.) The GPM will coordinate with the Contractor on any changes to student status once a student is accepted into a program and placed on the annual roster.

3.2 The Contractor shall provide the necessary support for approximately 150 per year EFO thesis papers and approximately 200 per year MO Capstone Projects (CP) based upon the following established procedures:

3.2.1 Log receipt of EFO thesis and MO CPs into the corresponding database. Thesis will be received electronically from the M5105 course facilitators. In the event electronic submission is not possible, the EFO thesis and/or MO CP will be received via mail services (USPS, FedEx, UPS, etc.) on CD-ROM.

3.2.2 Create/update/maintain individual student folders containing all pertinent information on EFO thesis and MO CPs.

3.2.3 Scan each EFO thesis and/or MO CP for Personally Identifiable Information (PII). If

PII is found, return EFO thesis to M5105 course facilitator for coordination with student(s) and return MO CP to student for removal of PII and resubmission. If no PII is found, enter EFO thesis or MO CP into appropriate log.

3.2.4 Receive graded EFO thesis and enter grades into EFO database

3.2.5 Print three copies of each EFO thesis and coordinate with GPM for distribution.

3.2.6 File disk copies of EFO thesis and send final approved copies of EFO thesis to the

NETC Library.

3.2.7 Prepare EFO thesis for posting on USFA/NETC Library web site.

3.2.8 Prepare reports for NETC Admissions Office and GPM to include EFO thesis and

MO CP due dates, completion dates, and graduation dates for EFO and MO participants as requested.

3.2.9 Determine participants who have not met the established timeline(s) for submission of EFO thesis or MO CP and submit participant information to GPM.

3.2.10 Prepare/print and obtain appropriate signatures for EFO and MO certificates of completion along with letters, press releases, and photos and mail to graduates.

3.2.11 Collect/transfer EFO thesis data (approximately 150 per year) to a CD-ROM or other FEMA approved electronic data storage device and reproduce CDs on an as-needed basis.

3.2.12 Compile all 4.0 EFO thesis, create grading sheet, track scores, and record on master list by class for EFO award winning thesis selection.

3.2.13 Prepare the EFO Outstanding thesis for posting on the USFA web site and final distribution.

3.3 Compile directories of EFO and MO graduates and participants and update the address listings. Directories will not contain PII.

3.4 Respond to EFO and MO voice mail/email.

3.5 Provide administrative support for the annual EFO Program Symposium as requested.

(Adjusted work schedule may be required to support evening hours.)

3.6 Maintain/update yearly thesis Bibliography and EFO graduate books. The EFO graduate book will not contain PII.

3.7 Provide administrative support for the annual EFO and MO Programs application assessment as requested by the GPM to include creation of spreadsheets, data, and flow charts of evaluation processes.

3.8 Deliverables Table for Task 3: See PWS Tasks for extensive detail

3.2 EFO thesis and MO Capstone Projects

By Requested Date COR

3.3 Compile Directories of EFO & MO Graduates

By Requested Date COR

3.6 Update/Maintain EFO thesis Bibliography and EFO Graduate Books

Annually COR

Task 4 – Additional administrative, clerical, and editorial support

The Contractor shall provide additional administrative/clerical, and editorial support for events such as conferences, meetings, course development team meetings, and special group activities via face-to-face, telephone, and web-based formats.

4.1 Task request forms will be completed describing the administrative support functions required for each event and submitted to the COR for approval. Examples of administrative support functions may include:

• Attend pre-planning meetings, record the minutes, and distribute to designated personnel.

• Reserve required space with appropriate staff.

• Stock and maintain classroom supplies.

• Rearrange and/or setup tables and chairs already contained within the classrooms in accordance with each scheduled course’s planned configuration. Contractor is not responsible for tasks covered under the Facility Maintenance Contract such as moving tables, chairs, etc., in or out of classrooms.

• Prepare information packets, materials, and/or conference information binders prior to and during the event.

• Conduct registration and distribution of agenda and other materials before and during the event.

• Take notes during the event and develop into draft format for review by appropriate staff and make changes as directed. Provide editorial review, finalization, and distribution of the product.

• Miscellaneous other administrative/clerical support tasks.

4.2 The Contractor shall update and maintain a list of specified key contacts in a shared environment and produce form letters, labels for mass mailings, and telephone directories utilizing these mailing lists. The Contractor shall develop additional mailing lists as requested.

4.3 The Contractor shall perform word processing, assembly, duplication, folding, stuffing, mailing label preparation from computerized mailing lists, and mail (costs of mailing will be borne by USFA/NFA) or send electronically, requested materials such as: Instructor Guides (IGs), Student Manuals (SMs), letters, course certificates, event proceedings and after-action reports, and other requested materials. Electronic distribution is the preferred method whenever possible.

4.4 The Contractor shall perform editing of provided materials such as reports, student manuals and instructor guides, online learning self-study and blended-learning course materials, brochures, fact sheets, training materials, displays, etc., before finalization.

4.4.1 All submitted materials shall be edited for grammar, punctuation, spelling, formatting, etc. The GPM will specify if restructuring of written material is to be included in the editing of the submitted material.

4.4.2 Contractor shall establish and follow a quality control process to ensure requested changes to documents are correctly made.

4.4.3 Create electronic downloadable files in digital e-reader formats.

4.4.4 All updates shall adhere to DHS/FEMA/USFA guidelines, the AP Style Book, and the

APA Manual for APA-specific course content references.

4.5 Deliverables Table for Task 4: See PWS Tasks for extensive detail

Additional Admin Support

Specified in Task Request

Task 5 – Maintain a computerized inventory management system for course materials in a shared environment

5.1 The Contractor shall stock (on the NETC Campus) and monitor a mutually agreed upon inventory of all SMs, IGs, course handouts and other course materials for all on-campus and off-campus course deliveries.

5.2 The Contractor shall prepare FEMA Form 60-3 for signature of GPM and forward for on-campus duplication of course materials based upon inventory status and delivery schedule.

Contractor shall track completion of duplication requests to ensure timely availability, as well as completeness and accuracy of course materials.

5.3 The Contractor shall monitor inventory of SMs for NFA 2-day courses.

5.3.1 The Contractor shall utilize the established Government Printing Office (GPO) / FEMA- ordering system to order required stock from inventory stored at the GPO Warehouse/Distribution Center in Pueblo, CO. The GPO Warehouse/Distribution Center delivers ordered materials to the specified State Fire Training Agency sites and NETC Warehouse. Contractor shall log and track all orders and cross-check student manual shipments against initial order, along with verifying receipt of materials with State Fire Training Agencies and bring any discrepancies to the attention of the GPM.

5.3.2 For bulk printing of the NFA 2-day SMs, the Contractor shall provide the GPM with the final, print ready NFA 2-day SMs in the specified format (e.g., electronic files, camera ready art negatives, CD-ROM master). The GPM will coordinate with the USFA point of contact for the FEMA Printing Group to complete the bulk printing process.

5.4 Deliverables Table for Task 5: See PWS Tasks for extensive detail

5.1 Stock and Monitor Inventories

Mutually Agreed to Date

5.2 Form 60-3 When Requested COR

Task 6 – Standard Operating Procedures (SOPs)

The Contractor shall update and maintain the Government furnished standard operating procedures (SOPs), which may include proposed changes for purposes of increasing the effectiveness and efficiency of support provided, that detail all aspects of Tasks 1 through 5 above.

Updated SOPs shall be provided to the COR for review/approval within 1 year of contract award.

Thereafter, the Contractor shall review and update the SOPs annually throughout the period of performance.

6 Updated SOPs Within 1 year after award and updated annually

COR

6. GENERAL REQUIREMENTS

Identification of Contract Staff:

a. In accordance with Federal Acquisition Regulation (FAR) Title 48, Code of Federal Regulations, Section 37.114(c), all contract staff must identify themselves as a contract employee on all correspondence, business cards, when answering the telephone, voice mail greetings and messages, introductions to groups, etc.

b. In accordance with paragraphs 5.a.-5.c. of FEMA Directive 262-2, Information Transmitted via E-Mail, dated November 29, 2010, every FEMA Contractor must identify himself or herself as a contract employee in all e-mail transmissions.

Producing Deliverables: All NETC staff will be required to forward a completed task request form to the Contracting Officers Representative (COR) or Alternate COR if the COR is out of the office.

The Contractor shall not accept work/actions from anyone other than the COR or Alternate COR.

All task requests shall be reviewed by the COR or Alternate COR, approved, and forwarded to the On-site Contract Project Manager. The On-Site Contract Project Manager is responsible for assigning the work/action to the contract staff and maintaining a spreadsheet containing the status of each task request in a shared environment. If contract staff is approached by a Government employee to produce any type of deliverable via email, telephone, or in person, etc., they must refrain from producing any type of deliverable without an approved and assigned task request form.

No contract staff should participate in any meeting with Government staff without first receiving the On-Site Contract Project Manager’s approval. The On-Site Contract Project Manager shall notify the COR of the date, time, and location of the meeting as well as the subject/project to be discussed. The COR will make the determination whether attendance by additional Government personnel would be appropriate.

Work shall be accomplished primarily by the use of Government furnished laptop computers, several software packages, and course templates provided to the Contractor. Examples of software packages used include, but are not limited to: Microsoft Word, Excel, Access, PowerPoint, Adobe (Creative Suite), AP Style guard, approved e-pub software, etc. Additionally, Contractor's staff shall be required to use other equipment such as CD/DVD duplicators, copy machines, etc.

The Contractor shall provide quality controlled proofreading and editing for all products in accordance with Associated Press (AP) Style rules and the American Psychological Association (APA) Manual (as needed).

All materials created under this contract are the property of FEMA and may be modified, reproduced and disseminated without restriction.

7. PLACE OF PERFORMANCE & SUPPORT / COVERAGE

The primary place of performance will currently be in Building J on the NETC campus, a FEMA Government facility located at 16825 South Seton Avenue, Emmitsburg, Maryland. The building location may change depending upon NETC operational needs. Onsite support typically is the norm, while telework is an option if the NETC is closed for business for unforeseen circumstances.

The Government shall provide all the materials, supplies, and equipment including software, system access, etc. necessary for Contractor support of all PWS tasks, except for the safety equipment referenced in Task 2.2.7 of the PWS.

Contractor support / coverage at the NETC is typically only required during standard business hours. Staggered scheduling is fine so long as there is adequate Contractor coverage to meet PWS requirements and tasks. The Contractor does not travel off site in support of the training except when accompanying Government personnel to select items needed for the Range as stated in Task

2.2.6 of the PWS.

8. PERIOD OF PERFORMANCE

The period of performance (POP) shall be one (1) base year followed by four (4) one-year option periods.

9. CONTRACT TYPE

This shall be a firm-fixed price (FFP) stand-alone contract.

10. ACCEPTANCE CRITERIA

The following general quality measures will be applied to each work product received from the Contractor under this PWS.

• Accuracy – Work products shall be accurate in presentation, technical content, and adherence to accepted elements of style.

• Consistency to Requirements – All work products must satisfy the requirements of this

PWS.

• Timeliness – Work products shall be submitted on or before the due date specified or submitted in accordance with a later scheduled date determined by the Government.

https://www.apstylebook.com/

11. PERSONNEL REQUIREMENTS

The Contractor must have the ability to work in a dynamic, fast-paced, and challenging environment. Contractor personnel working under this contract will be required to pass a Federal Government background check (or security clearance – Public Trust). The Contractor personnel may interface with agency senior officials, internal staff and employees; and other supportive contracted staff, at all levels, therefore, the Contractor personnel must be flexible and adaptable to changes and customer service expertise.

The Contractor is responsible for establishing policy and procedures regarding contract personnel physically reporting to NETC when NETC is closed or under a delayed opening due to hazardous weather versus telework as GFE includes laptop computers. The Contractor’s On-site Project Manager is responsible for ensuring work assignments are completed in accordance with scheduled due dates.

12. OTHER REQUIREMENTS

12.1 Section 508 Requirements

Section 508 of the Rehabilitation Act, as amended by the Workforce Investment Act of 1998 (P.L.

105-220) (codified at 29 U.S.C. § 794d) requires that when Federal agencies develop, procure, maintain, or use information and communications technology (ICT), it shall be accessible to people with disabilities. Federal employees and members of the public with disabilities must be afforded access to and use of information and data comparable to that of Federal employees and members of the public without disabilities.

1. All products, platforms and services delivered as part of this work statement that, by definition, are deemed ICT or that contain ICT shall conform to the revised regulatory implementation of Section 508 Standards, which are located at 36 C.F.R. § 1194.1 & Apps.

A, C & D, and available at https://www.gpo.gov/fdsys/pkg/CFR-2017-title36-vol3/pdf/CFR- 2017-title36-vol3-part1194.pdf. In the revised regulation, ICT replaced the term electronic and information technology (EIT) used in the original 508 standards.

Item that contains Information and Communications Technology (ICT): General Electronic Documents and Reports

Applicable Exception: N/A Authorization #: N/A

Applicable Functional Performance Criteria: All functional performance criteria in Chapter 3 apply to when using an alternative design or technology that results to achieve substantially equivalent or greater accessibility and usability by individuals with disabilities than would be provided by conformance to one or more of the requirements in Chapters 4 and 5 of the Revised 508 Standards, or when Chapters 4 or 5 do not address one or more functions of ICT.

https://www.gpo.gov/fdsys/pkg/CFR-2017-title36-vol3/pdf/CFR-2017-title36-vol3-part1194.pdf https://www.gpo.gov/fdsys/pkg/CFR-2017-title36-vol3/pdf/CFR-2017-title36-vol3-part1194.pdf

Applicable 508 requirements for electronic content features and components (including Internet and Intranet website; Electronic documents; Electronic forms; Electronic document templates;

Electronic reports; Electronic training materials; Multi-media (video/audio)): All requirements in E205 apply, including all WCAG Level AA Success Criteria Apply

Applicable 508 requirements for software features and components (including Web, desktop, server, mobile client applications; Electronic content and software authoring tools and platforms):

All requirements in Chapter 5 apply, including all WCAG Level AA Success Criteria, 502 Interoperability with Assistive Technology, 503 Application, 504 Authoring Tools

Applicable 508 requirements for hardware features and components: All requirements in Chapter 4 apply

Applicable 508 requirements for support services and documentation: All requirements in Chapter 6 apply

2. Exceptions for this work statement have been determined by DHS and only the exceptions described herein may be applied. Any request for additional exceptions shall be sent to the Contracting Officer and a determination will be made according to DHS Directive 139-05, Office of Accessible Systems and Technology, dated November 12, 2018 and DHS Instruction 139-05-001, Managing the Accessible Systems and Technology Program, dated November 20, 2018.

Instructions to Offerors

1. For each commercially available Information and Communications Technology (ICT) item offered through this contract, the Offeror shall provide an Accessibility Conformance Report (ACR). The ACR shall be created using the Voluntary Product Accessibility Template Version 2.0 508 (or later). The template can be found at https://www.itic.org/policy/accessibility/vpat. Each ACR shall be completed in accordance with all the instructions provided in the VPAT template. Each ACR must address the applicable Section 508 requirements referenced in the Work Statement. Each ACR shall state exactly how the ICT meets the applicable standards in the remarks/explanations column, or through additional narrative. All “Supports”, “Supports with Exceptions”, “Does Not Support”, and “Not Applicable” (N/A) responses must be explained in the remarks/explanations column or through additional narrative. The offeror is cautioned to address each standard individually and with specificity, and to be clear whether conformance is achieved throughout the entire ICT Item (for example - user functionality, administrator functionality, and reporting), or only in limited areas of the ICT Item. The ACR shall provide a description of the evaluation methods used to support Section 508 conformance claims. The agency reserves the right, prior to making an award decision, to perform testing on some or all of the Offeror’s proposed ICT items to validate Section 508 conformance claims made in the ACR.

2. For each commercially available authoring tool offered that generates electronic content (e.g., an authoring tool that is used to create html pages, reports, surveys, charts, dashboards, etc.), the Offeror shall describe the level of Section 508 compliance supported https://www.itic.org/policy/accessibility/vpat for the content that can be generated.

3. The offeror shall describe plans for features that do not fully conform to the Section 508 Standards.

Acceptance Criteria

1. Before accepting ICT required under the contract, the government reserves the right to perform testing on required ICT items to validate the offeror’s Section 508 conformance claims. If the government determines that Section 508 conformance claims provided by the offeror represent a higher level of conformance than what is actually provided to the agency, the government shall, at its option, require the offeror to remediate the item to align with the offeror’s original Section 508 conformance claims prior to acceptance.

12.2 Information Sharing

To accomplish the tasks outlined in this contract, the Contractor will have access to the data elements contained on the class rosters generated by the NETC Admissions Office. The data elements contained on the class rosters are entered by the NETC Admissions office from the information contained on each application. The data elements contained on the class rosters are the students first and last name, email address, sponsoring organization title, and the city and state the students sponsoring organization is located in. The Contractor accesses the data elements on the class rosters by entering the fiscal year and course code through the FEMA Training Systems Support Page, Training Information Access System (TIAS).

The information sharing outlined in this contract is authorized by the following System of Records Notice(s) and Routine Use(s): DHS/FEMA-011 Training and Exercise Programs January 22, 2015 80 FR 3241. Routine use F. To Contractors and their agents, grantees, experts, consultants, and others performing or working on a contract, service, grant, cooperative agreement, or other assignment for DHS, when necessary to accomplish an agency function related to this system of records.

Individuals provided information under this routine use are subject to the same Privacy Act requirements and limitations on disclosure as are applicable to DHS officers and employees.

The information sharing outlined in this contract is covered in the following Privacy Impact Assessment(s): DHS/FEMA/PIA-022 Student Training/Exercise Application and Registration Records

(STARRS).

Responsibilities - "Need-to-Know" access to PII The Contractor will limit access to the PII provided by FEMA under this contract only to the Contractor’s authorized personnel who need to know the information to accomplish the tasks outlined in this contract.

Responsibilities - Prohibition on Computer Matching

The Contractor shall ensure no computer matching, as that term is defined in 5 U.S.C. § 552a(o), will occur for the purpose of establishing or verifying eligibility or compliance as it relates to cash or in-kind assistance or payments under federal benefit programs.

Recipient Requirement - Return or Destruction of Data when no longer needed If at any time during the term of this contract any part of FEMA PII, in any form, that the Contractor obtains from FEMA ceases to be required by the Contractor for the performance of the contract, or upon termination of the contract, whichever occurs first, the Contractor shall, within fourteen (14) days thereafter, promptly notify FEMA and securely return PII to FEMA, or, at FEMA’s written request destroy, un-install and/or remove all copies of such PII in the Contractor’s possession or control, and certify in writing to FEMA that such tasks have been completed.