DRAFT CRRC Fellowship PWS.pdf

Performance Work Statement

ADMINISTRATIVE AND PROFESSIONAL SERVICES FOR COASTAL FELLOWSHIP

PROGRAMS

1.0 GENERAL

Organization to be supported: NOAA Office for Coastal Management

1.1 BACKGROUND

On June 20, 2023, the National Oceanic and Atmospheric Administration (NOAA) announced the Inflation Reduction Act (IRA) Climate Resilience Regional Challenge (CRRC) making $575 million in grants available for projects that build the resilience of coastal regions to extreme weather and other climate change impacts. The CRRC provides a historic opportunity to support important activities that will enhance the resilience of coastal communities and regions through capacity building, regional collaboration, and implementation of on-the ground projects. NOAA Office for Coastal Management (OCM) is managing this grant competition. It is anticipated that approximately 40 to 50 collaboratives across the coastal United States and territories will be awarded grants by the end of FY24. The period of performance of the grants will range from three to five years from award.

The CRRC competition includes two funding tracks, Regional Collaborative Building and Strategy Development (Track One), and Implementation of Resilience and Adaptation Actions (Track Two). Recipients of Track One will use the funding to initiate new, regional-scale collaborations or to advance existing partnerships focused on climate resilience. The goal of Track One is to collectively move more coastal communities closer to taking action, especially those who are marginalized, underserved, or underrepresented. Recipients of Track Two will use the funding to implement coordinated adaptation efforts. The goal of these efforts is to support a holistic vision for resilience and build the capacity of the communities in a region to sustain efforts into the future, especially those communities that have been marginalized, underserved, and underrepresented.

Given the complexity of addressing the impacts of extreme weather and climate change, NOAA recognizes that providing technical assistance to grant recipients will be critical to the success of the program. Technical assistance is defined as targeted, customized support to help the collaboratives build their knowledge, ability, and capacity to achieve specific goals and outcomes. As part of this technical assistance, OCM developed the CRRC Fellowship Program.

This program, modeled after existing OCM fellowship programs, provides on-the-job education and training opportunities for newly-graduated young professionals and provides specific technical assistance for CRRC grant recipients (“collaboratives”). Highly qualified, recently graduated (within three years) bachelor or masters recipients (fellows) are matched with CRRC collaboratives around the coastal U.S. (including all states and territories) to provide direct support to the collaborative on their grant project for two-years.

All awarded collaboratives are eligible to receive a fellow. Interested collaboratives will develop a short project plan describing the work the fellow will be performing including discrete milestones and deliverables. These plans will also describe the expertise and experience the collaboratives are looking for in their fellow. These project plans will be provided to interested fellows and candidates will apply to specific collaboratives.

The fellowship duration is two-years, with fellows matching with collaboratives in the spring of 2025, beginning their fellowship in the summer of 2025, and ending their fellowship in the summer of 2027. Based on demand for fellows from the collaboratives, a second cohort of fellows may run from 2027 to 2029. If there is a second cohort, there may be an option for collaboratives to extend their fellow or for other collaboratives to obtain a fellow for the first time.

2.0 OBJECTIVE

The objective of this effort is to procure non-personal contractor support services to provide administrative and professional support services under a single contractual vehicle. This vehicle will be used to support OCM’s overall mission to provide on-the-job education and training opportunities for newly-graduated young professionals and provide specific technical assistance for CRRC grant recipients (“collaboratives”).

2.1 SCOPE OF WORK

The Office requires the contractor to administer all the pay and benefits (including health insurance and paid annual and sick leave) to the CRRC Fellows.

The selected contractor shall have the ability to administratively manage the fellows who are located in different locations across the U.S. and in the Pacific and Caribbean Islands. The contractor must have a network of contacts in universities, including Minority Serving Institutions and the ability to widely advertise the program to locate interested fellowship candidates. The administrator must also have the ability to provide expert professional development services (such as leadership, management, and facilitation) to the fellows through annual training and career counseling and be available to answer fellow’s professional development questions.

3.0 REQUIREMENTS

The following generally identifies the services and support required under the resultant contract.

3.1 ADMINISTRATION OF CRRC FELLOWSHIP PROGRAM

3.1.1 The contractor shall administer the CRRC Fellowship Program to include:

● Payment of annual salary of $42,000 (gross) to each fellow. Those fellows that qualify (based on the location of the collaborative site) will be provided with a locality pay or a cost of living adjustment. The adjustment will be based on the current Federal Employees General Schedule Locality Pay Tables.

● Arrangement and payment of medical insurance (100% by the contractor) to include both physical and mental health coverage. Keep in mind that some fellows may be located on a Caribbean or Pacific island so medical insurance may need to be addressed in a separate way for them. Also payment of worker’s compensation insurance, state and federal income tax withholdings, and FICA withholdings to each fellow. Worker’s compensation and liability insurance coverage shall also be provided for the fellows that may be going out on state-operated boats or driving state-owned vehicles.

● Arrangement for and payment of annual and sick-leave, minimum of 15 personal days per year and 11 federal holidays. Note that in those instances where a state holiday exists that is different from a federal holiday, the fellow can either swap a federal holiday for the state one, or telework from home on the state holiday. Also note on those days where host-site workers are not working due to inclement weather or due to mandatory host furlough days, the fellows shall have the ability to telework from home.

● Reimbursement for professional development travel (transportation including airfare, rental, or mileage for personal vehicle, lodging, per diem, and miscellaneous expenses) to also include professional development courses and textbooks. A total of $9,000 of travel is allocated per fellow for the two years.

$6,000 of that is to attend one required meeting and for their own use for professional development. The remaining $3,000 is to support travel directly related to their project. If a fellow is located in Alaska or on a Pacific Island, NOAA will determine if they receive additional travel funds to cover expenses associated with traveling from those states and territories.

● Relocation allowance of $2,500 per year. This money is used to help move the fellow to their host site in the first year and then move the fellow from their host site at the end of the fellowship. If a fellow is located in Alaska or on a Pacific Island, NOAA will determine if they may receive additional relocation funds to cover expenses associated with traveling to those states and territories.

3.1.2 The contractor shall provide a Project Manager to work directly with the fellows on all administrative functions.

● The Project Manager shall attend the required meeting of the fellows, expected in January 2027, location TBD, to answer any questions the fellows have on administrative matters.

● The Project Manager shall attend, as appropriate, regularly scheduled (usually every other month) virtual one-hour meetings with the fellows that are organized by NOAA.

● Be available (through phone and e-mail) during business hours to answer questions from the fellows on administrative matters.

3.1.3 The contractor shall assist with publicity and marketing of the fellowship to universities by providing information to websites, e-mail list serves, and university contacts throughout the United States. It is expected that the contractor will have established relationships with universities and e-mail list serves, and access to appropriate websites for posting of fellowship information. OCM will provide copies of all marketing material, such as brochures, flyers, and posters to the contractor to use for publicity and marketing of the fellowship program. OCM has a strong commitment to diversity, equity, and inclusion in the fellowship programs. As such, the contractor shall ensure that Minority Serving Institutions are provided information about the fellowship programs. OCM is committed to placing fellows with collaboratives in regions where the fellow has a strong connection. As such, OCM will also work with the collaboratives to help with outreach to local universities and colleges.

3.1.4 The contractor shall provide an annual report to include start date and expected end date of each fellow, notable achievements over the past year, concerns or issues and how they were addressed (or planned to be addressed); recommendations on professional development needs or training of the fellows; and other activities or issues over the past year including a list of fellowship meetings attended and the contractor roles and responsibilities at those meetings, and recommendations for future interaction with fellows.

3.2 PROFESSIONAL DEVELOPMENT AND TRAINING

3.2.1 The contractor shall provide the fellows professional development and training to include career counseling. The professional development trainer shall:

● Provide separate virtual two-hour training sessions to provide mentor and mentee training to the mentors and new fellows. This training shall describe the mentoring relationship and the expectations of being a mentor or a mentee.

● Provide a virtual two-hour communication style training to the matched fellow and mentor.

● Provide a virtual one- to two-hour refresher mentor training, to the first year mentors at the end of year one of the two-year fellowship. This training shall be a refresher for the fellowship mentors, to remind them of the mentoring relationship and the expectations of being a mentor.

● Provide an eight-hour to ten-hour course(s) on professional development and career planning to the fellows during their required meeting (anticipated in January 2027). This course shall be tailored to the needs of the fellows.

● Provide one-on-one career counseling to fellows towards the end of their fellowship. This one-on-one career counseling might include answering career questions, reviewing resumes, and offering resources. It is not anticipated that this follow up will exceed three hours per fellow.

4.0 PERFORMANCE REQUIREMENTS SUMMARY (PRS)

The performance standards for this contract are stated in the PRS below.

Deliverable

Standards Acceptable

Quality Level Method of

Surveillance

Monthly Invoice

By the 10th of Every Month. Monthly invoices per contract procedures are timely and accurate.

Correct documentation for Travel and proper FFP billing. Invoicing at the task order level.

98% Accuracy (minimal rework required)

100% inspection

Annual Progress Report

Annual completion. 12 months after contract award and annually thereafter.

Timely, accurate and reflective of all Task Orders issued against IDIQ

98% Accuracy 100% inspection

5.0 FELLOWS TERM OF PERFORMANCE

The fellowship program provides the fellows a 24-month opportunity. Historically, based on other similar fellowship programs, forty-one percent (41%) of the fellows have left earlier than their 24-months. Of those ones that have left early, they have left, on average, 5 months early. As a result, the government reserves the right to decrease the number of fellows anytime during the performance of the contract without incurring additional costs.

6.0 SECURITY REQUIREMENTS

The Assessment and Authorization (A&A) requirements of Clause 48 CFR 1352.239-72 do not apply, and a Security Accreditation Package is not required.

7.0 TRAVEL REQUIREMENTS

Travel will be defined at the task order level. Contractor travel may be required for the purposes of performing this requirement. All travel is required to be in compliance with the Federal Travel Regulations (FTR). All travel will be Government directed and must be pre-approved by the Contracting Officer Representative (COR) in writing. The contractor is responsible for the planning, coordination, and funding of travel for its employees in support of the performance of requirements outlined in each task order. The contractor shall separately indicate travel expenses in each task order cost proposal.

8.0 PERSONNEL QUALIFICATIONS:

Certain skilled experienced professional and/or technical personnel are essential for successful contractor accomplishment of the work to be performed under this contract. Key Personnel are those persons whose credentials were submitted for evaluation of the proposal. The contractor agrees that such personnel shall not be removed from the contract work or replaced without immediately notifying the Contracting Officer; and shall, subject to the concurrence of the Contracting Officer or his authorized representative, promptly replace such personnel with personnel of at least substantially equal ability and qualifications.

All requests for approval of substitutions of personnel hereunder must be in writing in accordance with CAR 1352.237-75 and provide a detailed explanation of the circumstances necessitating the proposed substitutions. The Government retains the right to request a complete resume for the proposed substitute, and any other information requested by the Contracting Officer or needed to approve or disapprove the proposed substitution. The Contracting Officer or his authorized representative will evaluate such requests and promptly notify the contractor of his approval or disapproval thereof in writing.

Candidates are expected to be high-level self-starters with demonstrated technical, operational, and project management experience in the appropriate functions as detailed in the labor category descriptions below. The Government anticipates that much of the work shall require independent performance.

The majority of the contractor employees, under the provisions of the contract, shall perform functions in direct support of the OCM Fellowship Program. The skill sets of the contractor personnel shall enable fulfillment of the responsibilities identified in Section 3.

The contractor is responsible for providing personnel with expertise and experience as identified below:

1) Program Manager

Education: No minimum degree required.

Minimum Experience: Minimum of 10 years’ experience coordinating the administration of similar environmental fellowship programs. Or Bachelors plus 5 years’ experience coordinating the administration of similar environmental fellowship programs.

Duties: Serves as the contract company's principal interface to the fellows. Provides day-to-day administration and coordination for the fellows on pay, benefits, and professional development. Serves as the point of contact for the host sites regarding host cost-share agreements. Advertises the fellowship to their network of universities.

Coordinates with the government directly on fellows' travel and professional development approval. Attends specific meetings, both virtual and in-person, with the fellows as appropriate. Coordinates with the trainer as appropriate.

2) Professional Development Trainer:

Education: BA/BS or higher.

Minimum Experience: BA/BS or higher with minimum of 10 years’ experience providing career and professional development training for similar environmental fellows; Or Masters plus 5 years’ experience providing career and professional development training for similar environmental fellows.

Duties: Serves as the contract company's trainer, providing targeted career and professional development training to the fellows at their annual meetings. Provide mentor/mentee training to the incoming class of fellows and provide follow up training at the beginning of the second year. Training may be conducted virtually or in-person and must be tailored to meet the specific needs of the current fellows. Provide one-on-one career counseling to fellows, virtually, before they depart the program. Serve on the review panel for selection of fellow finalists each year.

9.0 SERVICE CONTRACT REPORTING REQUIREMENTS:

Services Contract Reporting (SCR) requirements apply to this contract. The contractor shall report required SCR data fields using the SCR section of the System for Award Management (SAM) at the following web address: https://sam.gov/SAM/ . Reporting inputs will be for the labor executed during the period of performance during each Government fiscal year (FY), which runs October 1 through September 30. While inputs may be reported any time during the FY, all data shall be reported no later than October 31 of each calendar year. Contractors may direct questions to the help desk, linked at https://sam.gov/SAM/.

10.0 CONTRACT ADMINISTRATION PLAN (CAP):

In order to expedite the administration of this contract, the following delineation of duties is provided. The names, addresses and phone numbers for these offices or individuals are included elsewhere in the contract award document. The office or individual designated as having responsibility should be contacted for any questions, clarifications or information regarding the administration function assigned.

1. The Procuring Contract Office (PCO) is responsible for:

a. All pre-award duties such as solicitation, negotiation and award of contracts.

b. Any information or questions during the pre-award stage of the procurement

c. Freedom of Information inquiries.

d. Changes in contract terms and/or conditions.

e. Post award conference

2. The Contract Administration Office (CAO) is responsible for matters specified in FAR 42.302, except those areas otherwise designated as the responsibility of the Contracting Officer's Representative (COR) or someone else herein.

3. The paying office is responsible for making payment of proper invoices after acceptance is documented.

4. The Ordering Officer is responsible for:

a. Requesting, obtaining and evaluating proposals for orders to be issued.

b. Select the most advantageous offer to the Government for individual Task Orders in accordance with contract provisions. Determining that the price/estimated cost of the order is fair and reasonable for the effort proposed.

c. Obligating the funds by issuance of the delivery order/task order.

d. Authorizing the contractor to begin performance.

e. Providing subcontract approval.

f. Monitoring direct costs on orders issued.

NOTE: The PCO and the Ordering Officer may be the same individual, but in no case shall the COR perform the duties of the Ordering Officer.

5. The Contracting Officer's Representative (COR) is responsible for interface with the contractor and performance of duties such as those set forth below. It is emphasized that only the PCO/CAO has the authority to modify the terms of the contract. In no event will any understanding, agreement, modification, change order, or other matter deviating from the terms of the basic contract between the contractor and any other person be effective or binding on the government. If in the opinion of the contractor an effort outside the scope of the contract is requested, the contractor shall promptly notify the PCO in writing. No action may be taken by the contractor unless the PCO or CAO has issued a contractual change. The COR duties are as follows:

a. Technical Interface

(1) The COR is responsible for all Government technical interface concerning the contractor and furnishing technical instructions to the contractor. These instructions may include: technical advice/recommendations/clarifications of specific details relating to technical aspects of contract requirements;

milestones to be met within the general terms of the contract or specific subtasks of the contract; or, any other interface of a technical nature necessary for the contractor to perform the work specified in the contract or order. The COR is the point of contact through whom the contractor can relay questions and problems of a technical nature to the PCO.

(2) The COR is prohibited from issuing any instruction which would constitute a contractual change. The COR shall not instruct the contractor how to perform. If there is any doubt whether technical instructions contemplated fall within the scope of work, contact the PCO for guidance before transmitting the instructions to the contractor.

b. Contract Surveillance

(1) The COR shall monitor the contractor's performance and progress under the contract. In performing contract surveillance duties, the COR should exercise extreme care to ensure that he/she does not cross the line of personal services. The COR must be able to distinguish between surveillance (which is proper and necessary) and supervision (which is not permitted). Surveillance becomes supervision when you go beyond enforcing the terms of the contract. If the contractor is directed to perform the contract services in a specific manner, the line is being crossed. In such as situation, the COR's actions would be equivalent to using the contractor's personnel as if they were government employees and would constitute transforming the contract into one for personal services.

(2) The COR shall monitor the contractor's performance to see that inefficient or wasteful methods are not being used. If such practices are observed, the COR is responsible for taking reasonable and timely action to alert the contractor and the PCO to the situation.

(3) The COR will take timely action to alert the PCO to any potential performance problems. If performance schedule slippage is detected, the COR should determine the factors causing the delay and report them to the PCO, along with the contractor's proposed actions to eliminate or overcome these factors and recover the slippage. Once a recovery plan has been put in place, the COR is responsible for monitoring the recovery and keeping the PCO advised of progress.

(4) If the Contractor Performance Assessment Reporting System (CPARS) is applicable to the contract you are responsible for completing a Contractor

Performance Assessment Report (CPAR) in the CPARS Automated Information System (AIS). The initial CPAR, under an eligible contract, must reflect evaluation of at least 180 days of contractor performance.

The completed CPAR, including contractor comments if any, (NOTE:

contractors are allowed 30 days to input their comments) should be available in the CPARS AIS for reviewing official (PCO) review no later than 270 days after start of contract performance. Subsequent CPARs covering any contract option periods should be ready at 1-year intervals thereafter.

c. Invoice Review and Approval/Inspection and Acceptance

(1) The COR is responsible for quality assurance of services performed and acceptance of the services or deliverables. The COR shall expeditiously review copies of the contractor's invoices or vouchers, certificate of performance and all other supporting documentation to determine the reasonableness of the billing. In making this determination, the COR must take into consideration all documentary information available and any information developed from personal observations.

(2) The COR must indicate either complete or partial concurrence with the contractor's invoice/voucher by executing the applicable certificate of performance furnished by the contractor.

(3) The COR will provide the PCO and the CAO with copies of acceptance documents such as Certificates of Performance.

(4) Upon completion of all services under the contract, the COR shall work with the Contractor to obtain and execute a final invoice no more than 60 days after completion of contract performance. The COR shall ensure that the invoice is clearly marked as a “Final Invoice.”

d. Contract Modifications/Orders Under Indefinite Delivery Contracts.

(1) The COR is responsible (if necessary) for developing the statement of work for tasking orders, change orders, or modifications and for preparing an independent government cost estimate of the effort described in the proposed statement of work.

(2) The COR shall provide available and relevant Past Performance information with each request for new Task Orders. The COR shall review and evaluate the contractor’s proposal and furnish comments and recommendations.

e. Administrative Duties

(1) The COR is responsible for taking appropriate action on technical correspondence pertaining to the contract and for maintaining files on each contract. This includes all modifications, government cost estimates, contractor invoices/vouchers, certificates of performance, DD 250 forms and contractor's status reports.

(2) The COR shall maintain files on all correspondence relating to contractor performance, whether satisfactory or unsatisfactory, and on trip reports for all government personnel visiting the contractor's place of business for the purpose of discussing the contract.

(3) The COR must take prompt action to provide the PCO with any contractor or technical code request for change, deviation or waiver, along with any supporting analysis or other required documentation.

f. Government Furnished Property When government property is to be furnished to the contractor, the COR will take the necessary steps to ensure that it is furnished in a timely fashion and in proper condition for use. The COR will maintain adequate records to ensure that property furnished is returned and/or that material has been consumed in the performance of work.

g. Security The COR is responsible for ensuring that any applicable security requirements are strictly adhered to.

h. Standards of Conduct The COR is responsible for reading and complying with all applicable agency standards of conduct and conflict of interest instructions.

i. Written Report/Contract Completion Statement

(1) The COR is responsible for timely preparation and submission to the PCO, of a written, annual evaluation of the contractors performance. The report shall be submitted within 30 days prior to the exercise of any contract option and 60 days after contract completion. The report shall include a written statement that services were received in accordance with the Contract terms and that the contract is now available for close-out. The report shall also include a statement as to the use made of any deliverables furnished by the contractor.

For contracts where delivery orders are issued, one consolidated report which addresses all actions under the contract may be submitted.

(2) If the Contractor Performance Assessment Reporting System (CPARS) is applicable to the contract you are responsible for completing a final Contractor Performance Assessment Report (CPAR) in the CPARS within 30 days of contract completion.

(3) The COR is responsible for providing necessary assistance to the Contracting Officer in performing Contract Close-out in accordance with FAR 4.804, Closeout of Contract Files.

7. The Technical Assistant (TA), if appointed, is responsible for providing routine administration and monitoring assistance to the COR. The TA does not have the authority to provide any technical direction or clarification to the contract. Duties that may be performed by the TA are as follows:

a. Identify contractor deficiencies to the COR.

b. Review contract/delivery order deliverables, recommend acceptance/rejection, and provide the COR with documentation to support the recommendation.

c. Assist in preparing the final report on contractor performance for the applicable contract/delivery order in accordance with the format and procedures prescribed by the COR.

d. Identify contract noncompliance with reporting requirements to the COR.

e. Evaluate the contractor's proposals for specific delivery orders and identify, for the

COR, any potential problems, areas of concern, or issues to be discussed during negotiations.

f. Review contractor status and progress reports, identify deficiencies to the COR, and provide the COR with recommendations regarding acceptance, rejection, and/or Government technical clarification requests.

g. Review invoices for the appropriate mix of types and quantities of labor, materials, and other direct costs, and provide the COR with recommendations to facilitate COR certification of the invoice.

h. Provide the COR with timely input regarding technical clarifications for the statement of work, possible technical direction to provide the contractor, and recommend corrective actions.

i. Provide detailed written reports of any trip, meeting, or conversation to the COR subsequent to any interface between the TA and contractor.