B02 Attach 3 SOW Task Order 1-Disaster Mangmnt-5-23-24.docx

Solicitation Number: 73351024R0006 IDIQ Number:

TO Number:

Description:

Mitigation, Recovery, and Policy Support

Task Order – Mitigation, Recovery, and Policy Support

1.0 Background

The mission of the U.S. Small Business Administration (SBA) is to maintain and strengthen the nation’s economy by enabling the establishment and vitality of small businesses and by assisting in the economic recovery of communities after disasters. SBA helps Americans start, grow, and build resilient businesses and connects individuals, businesses, and private non-profits with SBA disaster assistance programs to improve disaster recovery outcomes and economic resilience by helping communities prepare for, respond to, recover from, and mitigate against disasters of all types. SBA is an independent agency of the federal government working to aid, counsel, assist and protect the interests of small business concerns; preserve free competitive enterprise; and maintain and strengthen the overall economy of our nation.

The mission of the Office of Disaster Recovery and Resilience (ODR&R) is to connect individuals, businesses, and private non-profits with SBA disaster assistance programs and improve disaster recovery outcomes and economic resilience by helping communities prepare for, respond to, recover from, and mitigate against disasters of all types. Office of Disaster Recovery and Resilience | U.S. Small Business Administration (sba.gov)

2.0 Indefinite Delivery/Indefinite Quantity (IDIQ) Task Areas:

3.0 Taskings:

3.1 Outreach and Engagement Strategy

The contractor will assist SBA in the creation of an outreach and engagement strategy across the SBA enterprise. The outreach and engagement initiatives are intended to align with the new ODR&R mission and lay out the strategy, processes, and procedures to engage and synchronize the resources of the SBA enterprise, key disaster partners in delivering SBA programs to survivors and the public before, during and after disasters and assist communities in becoming more resilient. This includes specific strategies for steady state and disaster response, as well as long-term recovery, and utilizing the whole of community approach. Contractor shall provide ODR&R the ability to develop and maintain a database system that provides contact information of stakeholders as requested by SBA (e.g., media, elected officials, chambers of commerce, emergency managers, economic development agencies, etc.). The database system shall provide real time tracking of outreach and engagement activities. Contractor shall provide operational reports summarizing this activity, as requested by SBA.

Outreach and Engagement Strategy Deliverables:

a. Phase 1:

1. Complete review of “Draft ODR&R Outreach and Engagement Strategy”

2. Meet in-person with SBA/Field Operations and Disaster Recovery (FODR) leadership.

3. Create timeline and milestones.

4. Create shared collaborations site.

Deliverable: Within 30 days contractor shall complete the tasks outlined under Phase 1. Contractor shall also conduct in person meetings with FODR senior leadership and develop a comprehensive project plan which includes, timelines and milestones for project completion.

b. Phase 2:

Complete draft of Outreach and Engagement Strategy SBA will call sections 1 “Initial Assessment” and section 2 “Focused Outreach and Engagement.”

Tasks to be completed during phase 2:

1. Define "high" "medium" and "low" stakeholders; develop prioritized list of stakeholders based on definitions.

2. Develop process/method for conducting assessment of damaged locations.

3. Develop method for determining demographics of impacted area (Coordinate with the Disaster Data Analytics and IT, Data Analytics Division).

4. Develop templated marketing materials (flyers specific to type of declaration: Presidential, Agency, Economic Injury Disaster Loan only, Rural Agency).

5. Develop plan for distributing content on various social media platforms.

6. Develop plan for leveraging stakeholder communication networks.

7. Develop Measures of Effectiveness (MOE) for sections 1 and 2.

8. Identify and develop required reports.

9. Develop graphics to be included in reports.

Deliverable: Within 4 months of contract start date, contractor shall complete and return drafts of all deliverables outlined under Phase 2.

c. Phase 3:

Complete draft of Outreach and Engagement Strategy SBA will call section 3 “Enhanced Engagement” and section 4 “Adjusted Operational Environment.”

Tasks to be completed but not limited to:

1. Develop plan for targeting rural and underserved communities (leverage service providers and Minority Service Institutions, etc.)

2. Develop plan to leverage stakeholders to enhance messaging in underserved communities.

3. Develop plan to engage disaster partners to host business community forums; develop standardize briefing format.

4. Develop outreach materials that address the process for mitigation, reconsideration, withdrawals.

5. Develop MOE for Sections 3 and 4, and graphics/charts; MOEs will be included in briefing charts.

Deliverable: Within 6 months of contract start date, contractor shall complete and return drafts of all deliverables outlined under Phase 3.

d. Phase 4:

Complete draft of Outreach and Engagement Strategy SBA will call Section 5 “Execute closeout activities within Whole Community.”

Tasks to be completed:

1. Refine SBA’s Office of Disaster Recovery and Resilience, Associate Administrator’s Closeout Report to Stakeholders.

2. Develop template, graphics, and MOEs for a Whole Community report that captures results of business reconsideration, business withdrawal and targeted Economic Injury Disaster Loan (EIDL) campaigns.

3. Identify strategic, operational, and tactical level roles and responsibilities for ODR&R, FODR and Field Operations Centers (FOC) Leadership.

Deliverable: Within 8 months of contract start date, contractor shall complete and return drafts of all deliverables outlined under Phase 4.

e. Phase 5:

Complete draft of Outreach and Engagement strategy SBA will call section 6 “Transition to Long Term Recovery.”

Tasks to be completed:

1. Develop a plan that targets all businesses that applied for an SBA disaster loan.

2. Develop a report that measures the effectiveness of the targeted business analysis campaign.

3. Develop plan for the FOC's support to the Federal Emergency Management Agency’s (FEMA) Mission Assignments (MA).

4. Create template for MA closeout report.

Deliverable: Within 10 months of contract start date, contractor shall complete and return drafts of all deliverables outlined under Phase 5.

f. Phase 6:

Present Draft of the Outreach and Engagement strategy to SBA and ODR&R officials. SBA and ODR&R officials will provide feedback of the strategy within 5 calendar days of the presentation that contractor is expected to review and incorporate.

Deliverable: Within 10 months of contract start date, contractor shall present all drafts to ODR&R for review. Contractor shall present to SBA leadership, upon request.

g. Phase 7:

Completion and delivery of final ODR&R Outreach and Engagement strategy with all Annexes included below.

1. Annex A: Outreach and Engagement Framework

2. Annex B: PDA Daily SITREP

3. Annex C: Operational Planning Guide

4. Annex D: AA Engagement Memo

5. Annex E: Execution Plan

6. Annex F: Local Jurisdiction Memo

7. Annex G: Focused Stakeholder Metrics

8. Annex H: Standard Regional Administrator/District Director Operational Brief

9. Annex I: Standard Whole of Community Presentation

10. Annex J: Standard Daily Operations Update

11. Annex K: Targeted EIDL Campaign

12. Annex L: Standard Presentation Deck for Webinars

13. Annex M: Standard Presentation Decks for Government Meetings

14. Annex N: Standard Closeout Report

15. Annex O: Power BI Dashboard

16. Project Management Support: Project Schedule

17. Project Issues Log

18. Project Status Reports

19. Management Presentations

Deliverable: Within 12 months (1 year) of contract start date, contractor shall provide final versions of all deliverables listed in phase 7. This includes incorporating feedback provided by SBA and/or ODRR. The Contracting Officer (CO) and/or Contracting Officer Representative (COR) will work with the contractor to designate the appropriate mediums for each of the deliverables (i.e., Word, Excel, PowerBI, PDF, PowerPoint, etc.)

3.2 Standardization of Field Operations Center Policy and Procedures The contractor shall assist SBA in the standardization of SBA field offices Field Operations Center East (FOCE) and Field Operations Center West (FOCW) in conjunction with SBA headquarters office. The standardization initiative/effort for FOCE and FOCW shall bridge gaps and create processes to streamline common practices such as field operational procedures, reporting, administrative functions, employee relation functions and other operational roles/duties/features within these two offices.

Deliverables: General deliverables include regular meetings. Weekly meetings are helpful with representatives of both field offices to discuss ways to sync processes and ultimately, implement them. In addition to weekly departmental meetings, a scheduled meeting with senior management of FODR to outline successes and roadblocks.

Throughout the contract work is documented and captured within a spreadsheet and a timeline is created specific to this initiative.

Deliverables:

a. Phase 1:

Standardization efforts to ensure common practices with the reporting structure (templates, forms, reports, distribution lists).

Reports expected to be standardized include but are not limited to:

1. Daily Metrics and Briefing dashboards. SBA to provide information specifics

2. Closeout reporting

3. SBA Application and Lending Summary

4. Early Warning Reporting,

5. Unified Lending Platform Reporting,

6. Field Activity Scheduling Tool (FAST) Reporting (including scheduling tool – or equivalent new tool)

7. Target Business Analysis Reporting, Staffing,

8. After Action reporting,

9. Future Operations reporting,

10. Accountability reporting,

11. Status/movement reporting,

12. Updated location listings and staffing,

13. Telephone production,

14. Survey recaps,

15. Preliminary Data Assessment (PDA) survey 987,

16. Use or lose reporting,

17. Business reconsideration reporting,

18. Business withdrawal,

19. Briefings for Regional Administrators (RA)/District Directors (DD),

20. Whole of community briefs, director briefs,

21. Officer In Charge (OIC) briefs, briefing books, process, and procedure reports such as but not limited to:

a. Process and procedure reports such as (updates to SBA policy),

b. Outreach and engagement,

c. Action plans,

d. Executions plans,

e. Long term recovery,

f. Whole of community strategy,

g. Declaration recommendation,

h. Communications,

i. Operating guidelines,

j. Field office execution,

k. Staffing,

l. Reconsideration campaigns,

m. Seasons readiness planning,

n. Ground operations/set up,

o. Battle rhythm,

p. Onboarding status for new hires,

q. Ground operations centers,

r. Accountability/recordkeeping,

s. Survey process,

t. Administrative functions and equipment,

u. Deployment,

v. Press releases,

w. Administrative templates),

22. Trainings for recovery coordinator,

23. Customer Service Representative (CSR),

24. Public Information Officer (PIO) refreshers and privacy releases.

Deliverable: Within 60 days of contract start contractor shall complete the analysis of Field Operations Center reports and prepare a project plan for standardization of these documents. Contractor shall also conduct in person meetings with field and HQ leadership.

b. Phase 2:

Contractor will deliver draft materials of the standardized documents listed in Phase 1. SBA COR and/or ODR&R leadership will review draft materials and provide feedback within 30 calendar days.

Deliverable: Within 6 months of contract start date, provide drafts of standardized reporting templates.

c. Phase 3:

Contractor shall provide final versions of all standardized documents, including incorporation of the feedback from SBA. The Contractor and COR will work together to determine the appropriate mediums for each of the deliverables (i.e., Word, Excel, PowerBI, PDF, PowerPoint, etc.).

Deliverable: Within 12 months (1 year) of contract start date, provide final drafts of the standardized reporting templates listed in Phase 1.

3.3 Development of Mitigation Material and Training

Contractor shall develop a suite of mitigation related materials to be used by SBA disaster survivors proceeding a declared disaster event. The mitigation related materials shall be easily understood by SBA disaster survivors for use in mitigating their home/rental or small business.

Contractor shall also present the mitigation related materials in the form of training or technical assistance to SBA personnel as well as a community that has been designated an SBA Disaster declared area(s). SBA declares disasters after request from a state or tribal government. Disasters are declared by county/parish/tribal area(s). SBA will notify the contractor of a declared disaster and will ask the contractor to deploy to provide these trainings – SBA to provide one (1) weeks’ notice, upon request of the COR. The average deployment is two weeks and up to five (5) deployments shall be expected for the year.

In addition to deployment, the contractor shall make available a person or persons that will provide mitigation projects directly to disaster survivors. These projects will help SBA constituents determine the type of mitigation project that best suits their need and an estimated cost of the project.

The materials as well as the trainings shall focus on mitigation measures - including post-disaster physical disaster loan mitigation to help achieve resilience. The trainings and materials shall:

1. Provide best practices and numerous examples of activities to mitigate various hazards.

2. Identify information regarding continuity planning best practices and techniques that reduces or eliminates the need for a future physical and Economic Injury Disaster Loan (EIDL).

3. Financial benefits of resilience activities (e.g. Cost benefit analysis)

4. Reference various partner materials (e.g., U.S. Chamber of Commerce’s “Resilience in a Box”) and discuss building community understanding of resilience.

5. Develop mitigation and resilience resources by threat type (e.g., wildfire, flood, earthquake, hurricane, tornado, etc.)

6. Include an interactive tool/application accessible to small business owners that will allow them to identify local hazards and develop personalized mitigation and preparedness plans. The tool should allow custom information to be input by the user and then provide the user with tailored mitigation and preparedness information.

Deliverables:

a. Contractor shall be prepared to provide mitigation related materials to the COR for review within 20 days of the start of contract.

i. Finalized mitigation related materials shall be provided to the COR, appropriate SBA personnel, and SBA constituents within 30 days of the start of the contract.

b. Contractor shall be prepared to be deployed and provide mitigation related trainings to SBA constituents within 30 days of the start of the contract.

c. Since disasters occur in all areas across the US and are infrequent - the exact deployment details won’t be provided until after a disaster has been declared by SBA.

3.4 Strategic Planning and Leadership Facilitation

1. Conduct an organizational assessment of ODR&R to assess leadership structure, staffing requirements, effectiveness in the workplace.

0. Ability to demonstrate clear understanding and execution of workforce planning and management.

0. Liaise with all the teams in the organization to make sure everyone’s voice is being heard and lessons learned are being captured and shared with the entire organization.

Deliverable: Within 20 days of contract award provide a draft plan and timeline for the initial assessment. Within 6 months of contract award provide final assessment results to the COR.

1. Planning and facilitation of leadership meetings where points are captured and logged to allow for improvement over time. Meetings to be focused on bringing about leadership alignment on key goals and objectives, e.g., the yearly exercise of Disaster Preparedness and Readiness Plan.

Deliverable: Within 10 days of contract award provide a schedule of meetings and format for capturing ongoing action/improvement items to COR for review. Within 20 days of contract award, finalize schedule and format to include comments from the COR.

1. Create a communication plan that allows for both bottom-up and top-down approaches. E.g., both a process that begins and the most detailed and basic level and works upward to form a comprehensive picture or solution (bottom-up) as well as a method that begins at the highest conceptual level and progresses to the details (top-down).

Deliverable: Within 20 days of contract award provide a draft facilitation strategy to the COR for review and input. COR will provide feedback within 10 days of receipt. Within 10 days of COR feedback, provide finalized communication strategy. Effectiveness of strategy to be reviewed every quarter with the COR, and adjustments made as necessary.

1. Incorporate and facilitate strategic meetings that enhance and encourage the teams to think creatively around managing disasters and enable long term as well as medium term recovery solutions.

Deliverable: Assume up to 2 strategic meetings in a 12-month period following large-scale disasters, as agreed to with the COR.

1. Build framework to promote inter disciplinary conversation, and to best coordinate between teams so that at the time of disaster, necessary lines of communication have already been established.

Deliverable: Provide draft framework to COR for review within 60 days of contract award. Provide final framework within 90 days of contract award.

1. Assisting in creating risk assessments to make sure chain of command is established, tested and in place.

Deliverable: Provide initial draft risk assessment plan to COR for review within 6 months of contract start date. Finalize initial plan within 8 months of contract start date. Test plan within 10 months of contract start date. Adjust plan as necessary within 12 months (1 year) of contract start date.

1. Promote ways to enhance communication within ODR&R.

6. Ensuring alignment between the various teams

6. Promoting intersectional thinking between the various divisions

6. Assist with problem definition as well as outlining scope of work

Deliverable: Within 10 days of contract start date work with COR to establish meeting with Communications team to launch enhanced internal communication strategies. Within 4 months of contract start date present observations of and recommendations for enhanced internal communication.

1. Establish performance metrics and key performance indicators to help other divisions find ways to formulate information that needs to be submitted during large scale Whole of SBA disasters.

Deliverable: Within 4 months of contract award provide draft metrics and indicators to COR for review. Within 6 months of contract award finalize metrics and indicators.

1. Create the necessary forum that is needed to foster tactical problem solving.

Deliverable: Document methods utilized to create a problem-solving forum, noting levels of effectiveness with each method. Within 4 months of contract start date meet with COR and others designated by COR to discuss observations of ODR&R tactical problem solving. Establish ongoing forum within 9 months of contract start date. Implement quarterly reviews and adjustments as necessary.

1. Develop multi-year, annual, quarterly, monthly, biweekly, and weekly time horizons for planning and execution of goals as well as developing strategic plans and milestones for upcoming years.

Deliverables:

9. Within 3 months of contract start date provide draft timeline to COR.

9. Within 6 months of contract start date finalize multi-year time horizons projected through the end of the full contract period.

4.0 Transition Plan

The Contractor shall deliver a Transition Plan no less than 90 days from task order expiration; and shall perform the Transition Plan throughout the Transition Period for an effective transition.

The Contractor shall implement a Transition Out Plan, and timelines to effectively transfer all Work In Progress, O&M functions, and services to the successor Contractor or to the government. The duration of the Transition Period is anticipated to be between 2 to 3 months. During the Transition Period, the outgoing Contractor shall work closely with the successor Contractor to ensure a smooth transition of service, perform a joint inventory and audit of the transferred documentation/data, and coordinate and address the status of and any issues associated with the transition.

a. The Transition Plan shall include a description of the activities and schedule required to transition services from the outgoing Contractor.

b. The Transition Plan shall specifically emphasize how the Contractor will facilitate communication with the government to ensure a smooth transition.

c. The Plan shall include the following:

i. A clear timeline delimitation of how and when each functional activity across all workspaces and environments will be transitioned and/or decommissioned and data dispositioned.

d. The proposed Transition Plan will include metrics and processes to ensure the Government is fully informed of status throughout the Transition Period.

e. Participation, at the discretion of COR, in meetings with the Government or new contractor to affect a smooth transition of all elements provided above.

f. Complete close-out of outstanding technical and related work.

g. Transfer of Government Furnished Information/Data and/or property as required.

h. Resource and staffing phase-out

i. Data and documentation transfer, and knowledge transfer, sharing, and orientation.

j. Ensure designs, builds, test plans, unit test cases, equipment and testbed plans, deployment instructions, bug fixes, configurations are updated properly when a change is made, and the updated document checked into the CM repository.

k. Ensure all issues, operational procedures, configuration changes, and “workarounds” are documented and logged/added to a defect tracker or checked into the CM or a designated repository.

l. All sources, libraries, build, configuration files, Commercial-Off-The-Shelf (COTS)/Government-Off-The-Shelf (GOTS), and other files required for delivery are checked into the CM repository.

5.0 Travel and Other Direct Costs (ODC)

If travel is required, SBA will provide all the necessary information (dates, location(s)) to make the necessary arrangements. The contractor shall obtain pre-approval by the COR and funded prior to traveling. Travel pricing and payment shall comply with the Federal Travel Regulations and FAR 31.205-46, Travel Costs.

will direct the contractor to the appropriate location.

6.0 Period of Performance:

**FAR 52.217-8 Option to Extend Services (Nov 1999)

7.0 Contract Type: Labor Hour (LH) with fixed labor rates.

8.0 Place of Performance: Telework is authorized.

9.0 Overtime: If overtime is required during performance of this task, the hours and activities performed during that time shall be approved in advance by the COR and CO. The contractor shall submit the request for overtime in writing to the COR and copy the CO. The email shall detail the anticipated number of hours, personnel that will be working, and specific work activities that will be performed. The contractor will be reimbursed for this time at the regular hourly rate. Time and a half or double-time rates will not be allowed.