Statement of Work final.docx

STATEMENT OF WORK

Office of Emergency Management (OEM) Regulation, Evaluation & Technical Support

I. BACKGROUND

The U.S. Environmental Protection Agency's (EPA) Office of Emergency Management (OEM) is responsible for providing technical and regulatory development services to support EPA in developing and implementing prevention programs to reduce the risk of discharging of oil and releases of hazardous substances to the environment and building preparedness capacity for oil and hazardous substances emergencies and responding to emergency events and discharges of oil and releases of hazardous materials.

To ensure that this Nation is better prepared for environmental emergencies, OEM works with other EPA partners, federal agencies, state and local response agencies, industry and other related stakeholders to prevent incidents as well as maintain superior response capabilities. OEM's overall mission is to provide national leadership to prevent, prepare for, and respond to health and environmental emergencies. This is facilitated through partnerships, joint strategy development, technology development and deployment, training and exercises and development and implementation of relevant regulations and policies.

OEM is generally responsible for implementing the following:

· Comprehensive Environmental Response, Compensation, and Liability Act (CERCLA or Superfund) (1980), (42 U.S.C. s/s 9601 et. seq.), as amended

· Superfund Amendments and Reauthorization Act (SARA) (1986)

· Clean Water Act (CWA) (1972), (33 U.S.C. s/s 1251 et. seq.) - particularly Section 311

· Oil Pollution Act (OPA) (1990)

· Emergency Preparedness and Community Right-to-Know Act (EPCRA)

· Robert T. Stafford Natural Disaster Act (Stafford Act), (42 USC 5121, et. seq.), as amended

· Homeland Security Act (HSA), Public Law 107-296

· Clean Air Act (CAA), (42 USC 85), as amended

· The Occupational Safety and Health Act 1970, Executive Order 12196 and 29 CFR 1096 require; EPA code: Title 40

· Chemical Safety Information, Site Security and Fuels Regulatory Relief Act (CSISSFRRA)

· Presidential Decision Directives (PDD)

· Homeland Security Presidential Directives (HSPD)

· National Response Framework (NRF)

· National Incident Management System (NIMS)

· National Oil and Hazardous Substances Pollution Contingency Plan (NCP) (40 CFR parts 9 and 300 OEM's key Headquarters and Regional program activities include:

· Regulation and policy development and program implementation for oil pollution prevention and preparedness, as provided for in the following areas: Spill Prevention, Control, and Countermeasure (SPCC) and Facility Response Plan (FRP) regulations and National Oil and Hazardous Substances Pollution Contingency Plan (NCP) Subpart J.

· Technical, policy and regulatory support for oil related coordination with the United States Coast Guard and other government agencies.

· Regulation and policy development and implementation for chemical and hazardous substance facility, community, EPCRA, prevention and preparedness, including Risk Management Program (RMP).

· Regulation and policy development and implementation for responses to oil discharges and hazardous substance releases, including regulations related to the NCP and the NRF.

· Serving as the Agency's Emergency Coordinator under the National Security Emergency Preparedness program, the chair of the inter-agency National Response Team (NRT), and the chair of the intra-agency National Incident Coordination Team.

· Response support activities and developing and overseeing national support functions such as the Response Support Corps, and the Critical Incident Stress Management/Emergency Response Peer Support Team, especially as they support responses to oil, chemical, biological, and radiological incidents.

· Preparedness activities, including training and implementation of the Incident Command System and the requirements of the NRP and the National Incident Management System (NIMS).

· Interaction on preparedness and response issues and activities with other federal agencies, including the Department of Homeland Security (DHS), the White House Homeland Security Council, the Chemical Safety Board, and member agencies of the NRT.

· Coordination on prevention, preparedness, and response activities with state, tribal, and local agencies, industry groups and other related stakeholders.

· Coordination of national internal EPA and external meetings (for example, Regional National Program meetings, Freshwater Spill Symposium, International Oil Spill Conference, etc.).

For pertinent background information, program history, and environmental statutes, see: http://www.epa.gov/oem.

II. SCOPE

The contractor shall provide the Office of Emergency Management (OEM) technical, analytical and regulatory development support in order to achieve OEM's overall mission to provide national leadership to prevent, prepare for, and respond to health and environmental emergencies. The contractor shall provide support for the purposes of developing and implementing prevention programs to reduce the risk of discharging releases of oil and releases of hazardous substances to the environment; building preparedness capacity for oil and hazardous substances emergencies; and responding to emergency events and discharges of oil and releases of hazardous materials. OEM may also direct the contractor to provide support to other OLEM offices in accordance with the contract Statement of Work (SOW).

The contractor shall provide ongoing technical, analytical and regulatory development support and shall furnish all resources to:

· Perform all work described in the Task Areas of this SOW.

· Perform all work assigned through Task Orders under this contract.

· Perform contract management functions and meet all other contract terms and conditions.

III. TASKS AREAS

Task Area 1: Technical and Analytical Support

The contractor shall provide technical assistance and analytical support to EPA for a variety of deliverables, projects and activities pursuant to the mission of OEM. This includes support with OEM activities through technical and analytical tasks including research, data collection, analytics, technical documentation and other technical and analytical support activities. Data collected shall meet Agency data quality standards.

Tasks to be performed under this task area may include, but are not limited to the following:

· Conduct research and data collection on issues affecting OEM activities.

· Collect and manage technical, environmental, statistical, and economic data and prepare technical documentation on issues affecting OEM activities.

· Develop tools and design survey instruments for collection of data.

· Conduct analysis and evaluation on current, potential and emerging issues affecting OEM activities.

· Prepare briefing materials, draft and final reports of the findings or research analysis.

· Assist in records management of OEM program and other files.

· Provide technical assistance to OEM to incorporate data into a national system, assist OEM in maintaining existing databases and assist in conversion of systems/ databases to internet-ready and interface capable databases.

· Coordinate technical support with the United States Cost Guard, Federal Emergency Management Agency and other government agencies and provide rapid technical support to OEM during emergency incidents, exercises or other response activity.

Task Area 2: Regulatory Support

The contractor shall provide analytical and technical support to EPA in its development and analysis of regulations, legislative proposals, policies, rulemaking and other guidance associated with OEM's programs. Development of draft regulatory support shall comply with all laws and regulations as well as any new legislation that may be enacted and will be subject to EPA final approval. The contractor shall provide support to OEM for Congressional hearings and inquiries.

Tasks to be performed under this task area may include, but are not limited to the following:

· Provide background research for use by EPA in the development of draft regulations, legislation, policies, rulemaking and guidance.

· Provide regulatory impact analyses including, but not limited to, economic, technical, cost, cost effectiveness, cost-benefit, social, and environmental impact analyses.

· Compile, categorize, organize, cross-reference, analyze, and develop summaries for public comments on regulatory and legislative proposals.

· Develop recommendations on responses to public comments for EPA's consideration and final decision.

· Analyze legislative proposals related to activities of the Office of Emergency Management.

· Prepare accurate draft assessments documents and analyses to support the Agency in judicial and administrative reviews, based on thorough knowledge and understanding of the rulemaking, planning records, or guidance.

· Prepare written reports and develop draft regulatory support documents.

· Prepare draft guidance to other federal agencies, states, tribes and locals including States and Local Emergency Planning Committees (SERCs/LEPCs) on all relevant OEM programs.

· Prepare Information Collection Requests (ICRs), mail and follow up efforts in accordance with the Paperwork Reduction Act, Executive Order 12291, Office of Management and Budget requirements, and EPA data quality guidance.

Task Area 3: Meeting and Conference Support

The contractor shall provide facilitation and logistical support for OEM meetings, conferences, and workshops including but not limited to: US-Mexico Border 2020 Program, US-Mexico National Coordinators, US-Mexico Goal 4 Co-Chair and US-Mexico Joint Response Team and US-Canada Joint Inland Contingency Planning meetings. The contractor shall provide facilitation and logistical support for national meetings related to OEM programs including but not limited to: International Oil Spill Conference, Freshwater Spills Symposium, SONS Exercises, Inter- and Intra Agency Workgroups, National Response Team (NRT) Regional Response Team (RRT) and National Incident Coordination Team (NICT) meetings, international meetings associated with Organization for Economic Cooperation and Development (OECD), United Nations Environmental Program (UNEP) and other organizations, RMP Implementing Agency meetings, incident investigation meetings, and others.

The contractor shall direct all regulatory and policy questions during conference, meeting, discussions, and workgroup sessions to EPA. The contractor shall ensure that the technical content of all material for meetings, conferences and workshops are in accordance with Agency and Federal guidance.

Tasks to be performed under this task area may include, but are not limited to the following:

· Prepare, update and maintain invitee/ attendee registration and mailing lists.

· Prepare and distribute outreach materials including conference packages, fact sheets, success stories, agenda and brochures.

· Prepare internet-ready versions of outreach materials.

· Identify potential conference and affiliated meeting locations and facilities.

· Secure, reserve and manage usage of meeting space at facility selected by EPA.

· Identify hotel accommodations for conference upon direction by EPA; negotiated appropriate hotel blocks and contracts to support anticipated conference attendees.

· Arrange for audio visual, graphic, multi-media support, signage, and conference space set-up support, (carpeting, draperies, rental of furniture, computer equipment, phones, faxes, modems, etc.)

· Develop, implement and manage on-line and on-site conference registration system that allows for the payment of conference registration fees by registrants.

· Establish a system for the collection of registration fees and collect registration fees.

· Provide facilitation support and monitor panel sessions, as requested by EPA.

· Provide administrative and technical assistance in support of exhibit/conference booths.

· Provide note taking support and prepare proceedings in either written or electronic formats, as directed by EPA.

· Prepare draft and final summary reports following the conclusion of meetings, conferences and workshops.

· Prepare, distribute and collect evaluation forms.

· Coordinate development of the federal portion of technical programs, as requested by EPA.

Task Area 4: Training Support

The contractor shall provide technical support for training, operations and technical workshops for instruction, orientation, and implementation of various aspects of OEM programs. This includes but is not limited to, technical, prevention and response related training, exercises, ICS management, EOC activities and OSC Academy course support and related training and mandatory training requirements of EPA Order 3500.1 relating to OEM's 40 CFR part 112 inspector training and all other training programs relating to the implementation of the 40 CFR part 112 regulation and other oil program related functions.

Tasks to be performed under this task area may include, but are not limited to the following:

· Provide assistance for training, exercises and demonstrations on OEM program-related subjects.

· Identify and contact potential attendees.

· Prepare, update and maintain attendee registration and mailing lists.

· Provide logistical arrangements for training sessions including identify potential meeting locations and facilities, secure, reserve and manage usage of meeting space at facility selected by EPA, and identify and block hotel accommodations upon direction by EPA.

· Prepare and update training outreach materials such as: agenda, manuals, brochures and handouts in accordance with Agency and Federal guidance.

· Develop and update training and exercise materials such as curriculum and how-to-manuals, multi-media presentation materials, instructor(s) materials, participant materials (including manuals, workbook, etc.) slides and overheads in accordance with Agency and Federal guidance.

· Provide training tools such as audio visual equipment and computers for hands-on-sessions.

· Provide instructors to conduct training who are subject matter experts.

· Training course outlines shall at a minimum identify course objectives, major and supporting topics of instructions, and the methods of instruction. Course materials shall be clearly and directly in support of identified course objectives.

Task Area 5: Communications and Outreach Support

The contractor shall provide communications and outreach support in the development, planning and implementation of EPA's OEM communications activities and community relations.

Reports, analyses, recommendations and other written deliverables resulting from communications and outreach support shall be clear, concise, well-organized, and complete. At a minimum deliverable documents contract shall:

a) explain and rank policy or action alternatives, if any; b) describe procedures used to arrive at analyses/ recommendations; c) summarize the substance of deliberations; d) report any dissenting views; e) list sources relied upon; f) make clear the methods upon which conclusions and recommendations are based.

Tasks to be performed under this task area may include, but are not limited to the following:

· Research, fact-find, and document information for OEM to use to:

· Conduct public education activities.

· Develop public/scientific documents.

· Coordinate outreach to stakeholder groups.

· Prepare public education materials.

· Prepare materials that describe EPA's implementation of OEM guidance.

· Disseminate information in hard copy and/or electronic format.

· Prepare communication and outreach materials such as brochures, flyers, fact sheets, video recordings, audio recordings, presentation materials, draft press releases, success stories, profiles, art/conference displays (booths for conferences), annual reports and multimedia presentations.

· Coordinate with partners and stakeholders to develop outreach materials.

· Develop communications material in formats suitable for online posting and other electronic and transmission methods in accordance with Agency and Federal guidance.

· Provide support for public meetings and other opportunities for public outreach.

· Host teleconferences (including technical support in scrip development, booking and arrangement of studio support, satellite time, and downlink sites and equipment and other support necessary to produce a teleconference).

· Maintain contact lists and mailing lists.

· Develop and revise graphics standards in conformance with Agency directive and policies.

· Support development of OEM communication documents including those which are industry, facility and/or incident specific.

· Support the development of reports to Congress as required by existing or new statutes.

· Provide translation services for non-English speaking communities, including the Spanish language.

· Translate and develop educational and outreach materials and ensure that the final draft translation will preserve the meaning, level, implication, and form of the original document.

· Design, conduct, and document community interviews and customer surveys in accordance with Agency and Federal guidance.

· Compile "lessons learned" following OEM emergency incidents, exercises or other response activity.

Task Area 6: Web Communication Support

The contractor shall provide technical support for the maintenance, operation and enhancement of the OEM internet and intranet sites. The contractor shall assist OEM on all Web-related issues and Web site management in accordance with EPA and Federal Web guidelines and shall comply with all laws and regulations.

Tasks to be performed under this task area may include, but are not limited to the following:

· Perform Web area maintenance.

· Ensure timely posting of new material or updates to existing Web area content.

· Ensure proper functionality of links, pages, and all other Web area content.

· Respond to ad-hoc requests for changes to Web area content.

· Maintain logs for all activities to document requested changes.

· Develop, design and code Web content and related electronic lists, documents or files including, but not limited to, electronic bulletin boards, Web pages, e-mails and newsletters.

· Convert documents to standard internet-ready formats (HTML, PDF, and others as needed).

· Revise/reorganize existing Web pages in such a way that it enhances the ease of use and navigation in accordance with Agency and Federal guidance.

· Prepare graphics for use on the internet in accordance with Agency and Federal guidance.

· Assist with the format and publication for all Web content including technical publications, OEM website and electronic newsletters.

· Research possible internet links, information sources and new online tools.

· Research, assess, recommend and implement innovative approaches to using the Internet and/or similar systems as an outreach tool for the OEM Programs.

Task Area 7: Program Evaluation, Planning and Administration Support

The contractor shall provide support for a variety of evaluative tasks concerning EPA's OEM programs including the evaluation of existing policies and procedures in terms of function, effectiveness, and options for improvement, as well as programmatic planning aspects and administrative functions.

Tasks to be performed under this task area may include, but are not limited to the following:

· Support strategic planning and program evaluation activities.

· Research, analyze, measure, and evaluate OEM program activities and strategies.

· Design and develop evaluation tools, briefing materials and draft and final reports of findings from program evaluation.

· Provide administrative support in implementing evaluation tools such as surveys, questionnaires and focus groups.

· Prepare studies and analyses relevant to the benefits and burdens of OEM programs.

· Analyze impacts of various organizational schedules.

· Design and propose draft options for organization and planning of OEM program elements.

· Provide support for organizational and management development for the OEM program, including surveys, developmental meetings and 360 reviews.

· Support OEM program administrative activities including financial analysis and emergency response support.

· Provide rapid administrative support to OEM and other government agencies during emergency incidents or exercises.

LIST OF ACRONMYNS