Attachment 1 - Statement Of Work PAS.pdf

Statement Of Work Personal Assistant Services (PAS)

FEMA-DR-4856-CA

1.0 General

1.1 - Background

The Federal Emergency Management Agency (FEMA) is responsible for coordinating federal disaster response and recovery efforts to assist state and local governments during emergencies.

In the aftermath of the Southern California wildfires, FEMA plays a critical role in providing immediate relief and long-term support to individuals and communities affected by the disaster.

The fires have resulted in significant loss of life and damage to over 12,000 structures, leaving many families displaced and in need of assistance.

On January 8, 2025, a major disaster declaration, FEMA-4856-DR-CA, was issued, activating FEMA’s Individual Assistance (IA) program to support survivors of the wildfires. Under this declaration, FEMA is offering a range of assistance, including temporary housing programs, registration assistance, and other necessary resources to help individuals and households recover from the disaster. To ensure the efficient delivery of these services, FEMA deploys staff to assist impacted individuals and communities in navigating the available support. Some deployed staff may require accommodations to effectively deliver the IA mission.

Furthermore, as of January 3, 2018, an amendment to regulations implementing Section 501 of the Rehabilitation Act of 1973, mandates the provision of Personal Assistant Services or PAS to certain employees with targeted disabilities who request and require non-medical and non-work related personal assistance, unless doing so would impose an undue hardship on the agency.

1.2 - Scope

To ensure optimal support and recovery outcomes, FEMA-4856-DR-CA requires contractor services to provide personal assistance to one (1) FEMA employee engaged in disaster response and recovery operations related to the Southern California wildfires. This support will be essential in ensuring the FEMA employee is able to carry out their duties effectively and efficiently during the response and recovery efforts. The contractor will be expected to provide Personal Assistant Services (PAS) to a FEMA employee across the jurisdiction of Los Angeles County in the State of California.

The contractor shall possess the expertise and knowledge and will provide specialized assistance essential to meeting FEMA’s mission needs, including:

• Logistical and Transportation Coordination: for individuals in compliance with the Americans with Disabilities Act (ADA), in a wheelchair-accessible vehicle (WAV).

• Personal Assistance and Caregiving o Assistance with Activities of Daily Living (ADL) during the designated timeframes. ADL may include the following:

Supervising and if needed, providing minimal help with bathing, including assisting the employee in getting in and out of the shower or tub.

Helping with transfers, such as moving to and from a vehicle, wheelchair, bed, or assisting with other necessary movements.

• Experience with Disability and Mobility Services.

1.3 - Objective

The objective of this procurement is for the contracted PAS staff to support in optimizing the effectiveness and well-being of the FEMA employee during their deployment, ensuring they are supported with ADA compliant transportation, and caregiving services prior to and following the employee’s workday.

2.0 Tasks / Specific Requirements

The Contractor shall provide all transportation and labor necessary to perform the scope in support of the following tasks, to include:

2.1 - Task 1: Logistical and Transportation Coordination

The contractor shall provide logistical support to ensure safe and efficient transportation for one

(1) FEMA employee as follows:

• Transportation to/from Duty Station: Provide transportation for the FEMA employee between their lodging and the duty station at the beginning and end of each workday.

(Location information for Lodging and Duty Station will be provided at Contract Award and may change during the period of performance based on needs of the Agency).

• Transportation for Meals, Supplies, or Services: Provide transportation for the employee to obtain groceries, personal items, and other essential supplies within the designated timeframe.

2.2 - Task 2: Personal Assistance and Caregiving

The contractor shall provide personnel (female only) to ensure the well-being of the FEMA employee:

• Morning Assistance (3) Hours (prior to FEMA employee’s workday): (Timeframe may vary depending on specified job tasks and work hours of operation): Assist the employee in transitioning from bed to wheelchair, ensuring safe mobility and comfort. If needed, assist employee with activities to prepare for the workday.

• Evening Assistance (3) Hours (following employee’s workday): (Timeframe may vary depending on specified job tasks and work hours of operation): Provide supervision during showering to reduce fall risk and stand by while the employee showers. If needed, provide minimal assistance with bathing, including helping the employee get out of the tub.

o Bed Transitioning and Preparation: Assist with transitioning from wheelchair to bed, ensuring the employee can safely rest. Assist with preparing the bed for the employee’s comfort at the end of the day.

2.3 - Additional Responsibilities and Key Information:

• The Lodging address of the FEMA Employee is: (Will be determined at Contract award and may change based on need and availability. The COR/CO or assigned (POC) will notify the contractor if the location changes.

• The Duty Station address of the FEMA Employee is: (Will be provided at Contract Award and may change based on the needs of the Agency). The COR/CO or assigned (POC) will notify the contractor if the location changes.

• The Contractor transporting the FEMA employee must ensure compliance with all Department of Transportation (DOT) regulations and have a valid Driver’s License. The vehicle used must have a valid registration, be in good working condition, and comply with all safety and accessibility requirements to ensure safe and legal transport.

• The Contractor shall provide ADA-Compliant, Wheelchair-Accessible Transport. The Contractor must ensure all vehicles are ADA-compliant and wheelchair-accessible, with proper restraint or tie-down systems in compliance with California Vehicle Code (CVC) and ADA guidelines.

• All Contractor support staff must undergo a thorough vetting process conducted by the company, including a comprehensive background check. Only contractors with an active, favorable background clearance will be considered for the assignment.

• The assistant/service provider must be female, and physically is able to lift 50 lbs.

• Be at least 18 years old.

• Must be fluent in English.

3.0 Contractor Personnel

3.1 - Qualified Personnel

The Contractor shall provide qualified personnel to perform all requirement specified in this

SOW.

3.2 - Continuity of Support

The Contractor shall ensure that the contractually required level of support for this requirement is maintained during the specified timeframes. The Contractor shall ensure that the support personnel are present for the specified timeframes as outlined. If for any reason the Contractor staffing levels are not maintained due to vacation, leave, appointments, etc., and replacement personnel will not be provided, the Contractor shall provide e-mail notification to the

Contracting Officer’s Representative (COR)/Assigned (POC) prior to employee absence.

Otherwise, the Contractor shall provide a fully qualified replacement.

3.3 - Key Personnel

Before replacing any individual designated as Key by the Government, the Contractor shall notify the Contracting Officer no less than 15 business days in advance, submit written justification for replacement, and provide the name and qualifications of any proposed substitute(s). All proposed substitutes shall possess qualifications equal to or superior to those of the Key person being replaced, unless otherwise approved by the Contracting Officer. The Contractor shall not replace Key Contractor personnel without approval from the Contracting Officer. The following Contractor personnel are designated as Key for this requirement. Note:

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

[Personal Assistant Service (PAS)] - Persons should possess experience in the following areas:

i. Understanding specific needs related to various disabilities (physical, cognitive, etc.) and the ability to tailor services to meet those needs.

ii. Assisting individuals with activities of daily living (ADLs) as specified in the Scope of Work.

iii. Providing ADA Compliant/ Wheelchair Accessible Vehicle transportation and coordination, while maintaining safety protocols.

[Care Coordinator/Project Manager] – Persons should possess experience in the following areas:

i. Oversight of care provided, management of schedules and ensuring compliance with care plan.

ii. Maintaining accurate and up to date records of client care, including progress reports, time keeping, and transportation logs.

3.3.1 Key Personnel may be assigned by the Contractor to more than one key position for this requirement.

4.0 Other Applicable Conditions

4.1 - Period of Performance:

The period of performance for this contract is a 30-day base period with (5) 30-day option periods, for a total of (6) 30-day periods if all options are exercised.

The period of performance is as follows:

Base Period: Effective for 30 days upon contract award: TBD

Option Periods [1-5]: Each option period of 30 days: TBD

4.2 - Place of Performance

The primary place of performance will be a combination of the FEMA Personnel Lodging <Will be determined at Contract award> and in the mobile transportation vehicle/ADA accessible van provided by the Contractor. The COR/CO or assigned POC will notify the contractor if the lodging address changes, and if the assigned Duty station changes <TBD>.

4.3 - Hours of Operation

Contractor employees will work within two designated timeframes each day: up to 3 hours in the morning, before the FEMA employee's workday begins, and up to 3 hours in the evening, after the FEMA employee's workday ends, Sunday through Saturday. These morning and evening hours can be adjusted based on operational needs and the FEMA employee’s specific work schedule.

4.4 - Travel

The Contractor will be required to travel for this requirement. All travel shall be in accordance with the Federal Travel Regulations (FTR) and within Los Angeles County. Travel outside of Los Angeles County will not be permitted.

4.5 - Post Award Conference

The Contractor shall attend a Post Award Conference with the Contracting Officer, COR, or assigned POC no later than three (3) business days after the date of award. The purpose of the Post Award Conference, which will be chaired by the Contracting Officer, is to discuss technical and contracting objectives of this contract and review the Contractor's draft project plan. The Post Award Conference will be held at the Government’s facility, to be determined upon award or via teleconference.

4.6 - Weekly Reports

The Key Personnel shall provide a weekly progress report to the Contracting Officer and COR via electronic mail. This report shall include a summary of all Contractor work performed, including a breakdown of labor hours by labor category, all direct costs by line item, an assessment of technical progress, schedule status, travel performed and any Contractor concerns or recommendations for the previous reporting period.

4.7 - Progress Meetings

The Project Manager shall be available to meet with the COR upon request to present deliverables, discuss progress, exchange information, and resolve emergent technical problems and issues. These meetings shall take place via teleconference.

4.8 - General Report Requirements

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

5.0 Government Furnished Resources

The Government will not furnish any resources to the Contractor in support of this contract.

6.0 - Government Acceptance Period

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

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

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

7.0 - Deliverables and Delivery Schedule

ITEM SOW

REFERENCE

DELIVERABLE/EVENT DUE BY DISTRIBUTION

1 4.5 Post Award Conference Within 3 business days of award

COR, Contracting Officer

2 4.6 Weekly progress reports Weekly COR, Contracting Officer