2.2.1_Attachment A_PWS_Final_02-05-2025_Revised.pdf

Attachment "A"

Department of Homeland Security (DHS)

Federal Emergency Management Agency (FEMA) Continuous Improvement Division (CID)

Continuous Improvement Program Support Performance Work Statement

Dated 02/05/2025

GENERAL

Background

The Continuous Improvement Division (CID), within the FEMA Resilience Office of Resilience

Strategy (ORS) is responsible for leading FEMA’s Continuous Improvement Program (CIP)1, and building a culture of continuous improvement and learning from disasters. CIP pursues doing that by providing collaborative and consistent services that empower our customers inside and outside of the Agency to improve their programs, processes, and decision-making.

CIP’s authority is found within the Post-Katrina Emergency Management Reform Act of 2006

(PKEMRA) Section 650 states that the FEMA Administrator, in coordination with the National

Council on Disability and the National Advisory Council, shall establish a remedial action management program to:

• Analyze training, exercises, and real-world events to identify and disseminate lessons learned and best practices;

• Generate and disseminate, as appropriate, after-action reports to participants in exercises and real-world events; and,

• Conduct remedial action tracking and long-term trend analysis.

FEMA Directive 107-1, Continuous Improvement Program, defines the policy and responsibilities of the FEMA CIP in support of learning from disasters. The principles of CIP’s support include improving Agency incident management and incident support capabilities;

providing a consistent Agency approach; making information available to enable learning and support decision making; empowering FEMA programs to improve and recognize success, and to support preparedness.

CIP supports the Agency’s learning on critical priorities. For the 2022-2026 FEMA Strategic

Plan and resulting Annual Planning Guidance, CIP engages with program offices to gather data, conduct analysis, generate products, and track learning on topics that include equity, resilience, and readiness. These efforts seek to provide timely, actionable information to field, Regional, and headquarters partners that prompt action and improve future preparedness and operations.

As the number of disasters and their severity continues to grow, and the Agency embraces a culture of learning, there is an ongoing need to ensure that these opportunities to assess operations and improve in serving survivors are not lost.

This contract will enable FEMA to build greater capacity in supporting ongoing learning and surging for new, novel, and complex requirements. The ability to issue call orders on the preceding contract was vital during the COVID-19 operations and learning and has helped provide rich analytical and assessment capacity throughout the agency. The contract has also enabled intensive analytical efforts requested by the Administrator and other agency leadership to assess the direct housing mission, Public Assistance, and evacuation planning and operations, to enable improvements in future operations. By leveraging this blanket purchase agreement

(BPA), CIP provides significant value to ensuring that FEMA is able to more efficiently and

1 CID refers to the organizational element within Resilience ORS at FEMA headquarters. CIP refers to staff in the field, regions, and headquarters that all contribute to activities and tasks of the Program, but report to different supervisors. The Director of CID is responsible for leading CIP. They will often be used interchangeably in this document.

effectively deliver programs to survivors and jurisdictions affected by disasters. The CIP will also be able to provide analysis for improvement to mission support areas increasing process efficiency and reducing disaster cost.

Scope

The scope of this Performance Work Statement (PWS) for this Blanket Purchase Agreement

(BPA) is to provide a full range of services and support available under the General Services

Administration (GS)/Professional Services Schedule (PSS/FSS 874-1) necessary to enhance

FEMA’s ability to provide continuous improvement as set forth in Call Orders through CID. The contractor, as an independent service provider and not an agent of FEMA, shall supply the necessary personnel, facilities, equipment, and materials (except as otherwise stated herein) to support FEMA’s pursuit of continuous improvement.

The Contractor shall provide continuous improvement disaster support services under the GSA

FSS 874-1, Mission Oriented Business Integrated Services (MOBIS) schedule. All services provided in support of this PWS must be available under the above GSA PSS/ for a complete

GSA solution. CID requires these services to be delivered in diverse contexts, locations, and settings by personnel possessing varied skills and knowledge.

Objective

The objective of this BPA is to provide CID support in providing timely and effective disaster continuous improvement support for disasters and to achieve the program objectives described herein. This PWS discusses the organization’s mission and objectives and establishes the work areas necessary to support the Division’s mission. Specific work will be defined in Call Orders.

The goals of the CID Continuous Improvement Support are to:

• Support the Agency’s fulfillment of the PKEMRA requirement to ensure disaster operations are analyzed, information is captured, and long-term analysis can occur through support to CIP’s readiness and disaster operations support.

• Create a broader culture of continuous improvement within the Agency by providing resources to field, Regional, and headquarters leaders to assess and implement projects on disasters that lead to greater efficiency and effectiveness in program delivery to survivors and jurisdictions.

• Continue the transition of the CIP to real-time identification and solutions to problems experienced in operations, and inform the Agency’s priorities for preparedness, readiness, and future disaster operations.

Applicable Documents

The below listed laws and regulations are provided as references and apply to the tasks and work conducted under the BPA. Nothing in the PWS supersedes applicable laws and regulations unless a specific exemption has been obtained.

• Foundations for Evidence-Based Policymaking Act of 2018 ("Evidence Act")

• Government Performance and Results Act (GPRA) Modernization Act of 2010

• Post-Katrina Emergency Management Reform Act of 2006

• Presidential Policy Directive / PPD-8: National Preparedness https://www.congress.gov/115/plaws/publ435/PLAW-115publ435.pdf https://www.congress.gov/111/plaws/publ352/PLAW-111publ352.pdf https://www.congress.gov/bill/109th-congress/senate-bill/3721 https://www.dhs.gov/presidential-policy-directive-8-national-preparedness#%3A~%3Atext%3DPresidential%20Policy%20Directive%208%2C-March%2030%2C%202011%26text%3DOur%20national%20preparedness%20is%20the%2Csafeguarding%20the%20Nation%20from%20harm

• Robert T. Stafford Disaster Relief and Emergency Assistance Act

• Section 508 of the Rehabilitation Act (29 U.S.C. 794d), as amended by the Workforce

Investment Act of 1998 (P.L. 105-220), August 7, 1998

The following publicly available documents should also serve as reference documents for the work performed under the BPA:

• FEMA Continuous Improvement Program 2022-2026 Implementation Plan

• FEMA Directive 107-1, Continuous Improvement Program

• FEMA Instruction 107-1-1, After-Action Review Implementation

• FEMA Instruction 107-1-2, Action and Evaluation Implementation

• FEMA Strategic Plan 2022-2026

• National Continuous Improvement Guidance

• National Disaster Recovery Framework

• National Incident Management System (NIMS)

• National Mitigation Framework

• National Preparedness System

• National Prevention Framework

• National Protection Framework

• National Response Framework (NRF)

Tasks

The Contractor shall acknowledge receipt of call orders to the contracting officer or designee via email within one (1) business day of receipt. In some circumstances, the contractor shall be prepared to provide services and meet deliverables in an expedited manner, which may include extended hours as set forth in call orders. The contractor shall perform the following tasks as set forth in call orders.

FEMA intends to award Tasks 1-7 as part of an annual steady-state call order award for the program’s continuous improvement services and products to meet mission objectives. Tasks 8-9 represent disaster- or project-driven requirements in support of learning from disasters that will be issued under separate call orders.

https://www.fema.gov/disaster/stafford-act https://www.section508.gov/manage/laws-and-policies/#%3A~%3Atext%3DThe%20law%2029%20U.S.C%20%C2%A7%2Cthe%20access%20available%20to%20others https://www.section508.gov/manage/laws-and-policies/#%3A~%3Atext%3DThe%20law%2029%20U.S.C%20%C2%A7%2Cthe%20access%20available%20to%20others https://www.fema.gov/about/strategic-plan https://preptoolkit.fema.gov/web/cip-citap/ncig https://www.fema.gov/emergency-managers/national-preparedness/frameworks/recovery https://www.fema.gov/emergency-managers/nims https://www.fema.gov/emergency-managers/national-preparedness/frameworks/mitigation https://www.fema.gov/emergency-managers/national-preparedness/system https://www.fema.gov/sites/default/files/2020-04/National_Prevention_Framework2nd-june2016.pdf https://www.fema.gov/sites/default/files/2020-04/National_Protection_Framework2nd-june2016.pdf https://www.fema.gov/emergency-managers/national-preparedness/frameworks/response

Task 1: Program Management Support

The contractor shall provide necessary program management services and support to manage the tasks awarded under the steady-state call order, and to scope the requirements of future task orders for requirements as outlined in the Tasks below. Contractor responsibilities include providing effective and efficient project and program management for the delivery of CID’s mission requirements, including preparatory actions in advance of disaster-funded task orders, maintaining a roster of deployable personnel, administrative and logistical support, and evaluation of task order delivery effectiveness. Contractor responsibilities may include:

• In coordination the COR, plan and conduct routine meetings to review progress and status of overall contract activities. Each review shall provide insight into expenditures, staffing, progress, and risks to include project briefings addressing cost/price, schedule, performance, and status of each key element of the PWS, noting any problems or risks and alternative and recommended solutions.

• In coordination with call order or project leads, conduct weekly meetings to review the progress of projects, review deliverables, and collaborate with the contractor and government project teams.

• Provide detailed monthly reports and invoices NLT than the 15th of each month for the previous calendar month; that include a summary of key work performed by deliverable.

Invoices will also be based on the calendar month and include segregated costs by task and by staff for the spend plan versus actual for that reporting period, as well as track the percent of hours expended each month and the hours remaining on the task order for that option period. The COR may ask for more frequent request at their discretion.

• Develop a Quality Control (QC) Plan. At a minimum, the QC Plan shall include a self-inspection plan for documents, deliverables and processes, an internal staffing plan, and an outline of the procedures the contractor shall use to maintain quality, timelines, and responsiveness to call order(s).

• Standardization of procedure, process, and practice templates and guidance.

• Development of CIP communications materials.

Task 2: Data Collection

This task supports the collection of data through multiple methods for the creation of assessments, analyses, reports, and other products, as necessary. The contractor may:

• Maintain broad data collection capabilities to include designing, developing, and managing surveys, interviews, hotwashes, document review, and other industry standard methods.

• Analyze data sources, identify data gaps, recommend alternative data sources, and develop collection strategies to improve data quality.

• Provide and/or lead engagements with individuals and/or groups to include facilitation support, notetaking, and development of applicable briefing materials for data collection activities.

• Manage data in approved systems; code and categorize data using approved methodologies and approaches, consistent with industry best practices, FEMA privacy and security requirements, and CIP expectations. Support the modification and improvement of data management tools as required.

Task 3: Analysis

This task concerns the analysis of data in Task 2: Data Collection. This task requires the use of quantitative and qualitative analytical capabilities in order to conduct analyses. The contractor may:

• Develop research and analysis methodologies that support the sustained collection of information on topic areas across all disasters.

• Apply industry-standard and innovative qualitative and quantitative data analysis approaches that produce outputs that include data visualization and graphics.

• Assist in analyzing collected information, developing briefings, developing, managing, and advance data visualization tools, and preparing end of year summary reports.

• Conduct root cause analysis and others approaches to identifying the cause and results of data.

• Analyze overarching trends in data for FEMA, and/or SLTT partners.

• Support information validation with field, regional, and Headquarters partners through stakeholder engagement, document review, and other related activities.

Task 4: Product Development

This task supports all tasks to develop and deliver products based on the scope of the program and related to the other tasks. Tasks noted in this section support the table of deliverables found in section 2.9, and others identified during execution. The contractor may:

• Produce assessment reports, trend analyses, and cases studies based on the data collection, research, and analysis tasks articulated above.

• Produce or support the production of guidance, tools, templates, and resources related to the tasks and activities identified in this PWS.

• Assist in the production of materials supporting these reports such as briefings, engagement materials, fact sheets, and talking points in accordance with appropriate

FEMA and DHS style guides and templates.

• Identify and report on trends.

• Develop executive summaries, synthesize findings, and support the development of new products in response to requests from internal and external stakeholders.

• Support CID’s strategy, policy, and doctrine development and review and update efforts, to include updates to multi-year plans, Directive 107-1, and Instructions 107-1-1, and

107-1-2.

• Assist in product concurrence and comment adjudication.

• Assist in translation of documents and materials into other languages.

Task 5: Training and Technical Assistance (TA)

These tasks concern the development and delivery of materials needed to assist internal and external stakeholders with growing in their awareness of, and ability to conduct continuous improvement activities. The content of these may relate to anything within the scope of CIP related to these tasks. The contractor may:

• Support the organization, management, logistics, planning, and coordination of engagement with stakeholders, partners, and/or trainees.

• Lead the development, update, and maintenance of templates, resources, briefings, informational materials, communications products, or other related products.

• Develop materials and support the delivery of virtual or in-person training and/or

Technical Assistance (TA) sessions for stakeholders.

• Revise, develop and deliver training that supports the FEMA Qualification System

(FQS), to include the qualification of continuous improvement advisors and lead advisors. Support the development of supplemental training materials for external audiences and FEMA program offices as required.

Task 6: Systems: This task support’s CIP’s system-based requirements for carrying out the mission requirements, including the ongoing design, development, maintenance, and operations of the Continuous Improvement Information System. This task is done under the direction and oversight of the federal staff to ensure compliance with requirements and design. The contractor may:

• Maintain industry standard project management and requirements tracking capabilities.

• Support the design, development, implementation, tracking, testing, and evaluation of system development/maintenance requirements for CIP activities in Microsoft Power

Platform and Microsoft Power Apps, or other similar DHS and FEMA approved systems.

• Provide technical support and training for stakeholders on data collection systems, including the development of user guides, job aids, and related capability building products, as requested by the government.

• Maintain staff capability for advanced system design, development, operations, and maintenance for data collection, analysis, reporting, visualization, and decision-making.

• Prepare datasets and develop dashboards, as needed, for display on websites.

• Assist with the development of collaboration websites in Microsoft SharePoint, Microsoft

Teams, or similar platforms.

• Maintain expertise and provide consultation on new and emerging technologies, industry best practices, and system architecture concepts including machine learning and AI.

Task 7: Disaster Readiness and Operations: This task includes maintain a ready team of staff to prepare for threats and hazards, support emerging disaster requirements in the field or coordination centers, and the resulting products. The contractor may:

• Maintain an operational capacity and readiness for staff to deploy to support disaster operations, when needed, to include their training and capability building.

• Coordinate readiness and management with CIP staff maintaining similar responsibilities for federal staff, to include analysis on force structure, position task book reviews and updates, and other related tasks.

• Assist in developing products based on past disasters that inform disaster preparedness, readiness, or operational decision making.

• Support CIP deployments with reach back support for research, product development, or surge support for operations.

• Evaluate disaster support efficacy.

Task 8: Disaster After-Action Reviews

The Contractor shall provide necessary services to conduct after-action reviews following disasters and assessments related to an incident or event. After-action reviews may include data collection through interviews, surveys (with OMB approval as required), observation, document review, analysis, participation in activities with stakeholders like hotwashes or focus groups, and validation of the information collected from disasters as set forth in call orders. Analysis shall be based on both quantitative and qualitative sources including deployed staff, documentation, and survey responses.

The Contractor shall provide necessary services to provide the written development of findings and observations or after-action review products including, but not limited to after-action reports, quick look reports, summary of findings, and briefs. CIP requires Contractor support includes development of findings or observations into final version(s) that formally record the findings from the data collection, analysis, and validation. Contractor responsibilities may include:

• Data collection through field interviews, group debriefs or hot washes, surveys, and other engagements.

• Research on laws, authorities, regulations, standards, policies, procedures, and processes related to data collection.

• Follow-on data collection and validation of findings through interviews, surveys, and other engagements.

• Quantitative and qualitative analysis on source data and data obtained from other programs to verify the information collected and provide background, context, and perspective.

• Root cause and process-based analysis on data collected.

• Development of findings and observations, and courses of actions consistent with CIP guidance and format.

• Development of after-action review products for a disaster, combining findings and broader information on the disaster.

• Entering and managing findings and observations in the approved authoritative data source.

• Maintaining after-action review products on CID-identified sites and libraries for accessibility and usability by internal and external partners.

Task 9: Program Consulting and Support

The Contractor shall provide necessary services to equip and enhance the ability of disaster field offices, and regional and HQ programs offices to conduct more effective and efficient readiness and operations. This may include program management and change management support or process improvement for program delivery to implement improvement actions. CIP is responsible for support FEMA’s pursuit of continuously improving disaster operations to better serve the survivors, reduce the complexity of programs, and more efficiently deliver services.

Contractor responsibilities may include:

• Delivery of relevant disaster operations program and project management training and templates, such as Project Management Institute project management training, and relevant process improvement training and templates, such as Lean Six Sigma Green Belt training.

• Deployment of Lean Six Sigma and other formally certified personnel to educate, train, and equip personnel for real-time process improvement, and quantitative and qualitative analysis by leveraging industry best practices and relevant tools to reduce programmatic complexity, and develop more innovative systems.

• Facilitation of working groups, focus groups, and other stakeholder engagement activities.

• Delivery of program consulting and support services for a specific requirement identified from an incident or event, like process improvement on a process identified to be too slow or deficient.

• Assessment and evaluation of support activities, reporting on successes and areas for improvement, and providing actionable courses of action for implementation.

CIP Activity and Task Matrix

Table 1 outlines CIP’s major activities as currently being executed from the 2022-2026 Implementation Plan, and how they related to the tasks described above to indicate where overlap may occur in contract execution.

Table 1. CIP's major activities relative to the PWS tasks to indicate where anticipate overlap will occur in contract execution.

Task

1: PM

Task 2:

Data

Collect

Task 3:

Analysis

Task 4:

Product

Develop

Task 5:

Train /

TA

Task 6:

Systems

Task 7:

Disaster

Ready

Task 8:

Disaster

Reviews

Task 9:

Program

Consult

Assessments X X X X X X

Incident Management X X X X X X

Incident Support X X X X X X X X

Continuous Improvement

Information System (CIIS) X

X X X

Regional Operations Guidance and Tools

X X

Training X X X X

National Collection Analysis

Priorities X X X X

Summary of Findings X X X X X

Continuous Improvement

Technical Assistance

Program (CITAP)

X X

Internal Program

Assessments X X X X

Contract Deliverables

The following table is a list of the deliverables expected for the task order. Additional deliverables consistent with the tasks and activities listed in Section 2 of the Scope of Work will be coordinated between the COR, Project Manager and Contractor. New call orders for Tasks 8 and 9 will designated additional deliverables.

Data Storage of Contract Deliverables

All deliverables for every task, including any data and/or software deliverables, will be delivered in an agreed upon, usable format and will be delivered with rights in data and computer software under FAR 52.227-17, Rights in Data – Special Works. As scheduled below, at the end of the base period, at the end of each option, and upon request, Contractor will deliver the following data and/or software deliverables, if any, for each of the tasks herein:

• Complete and operable executable code, source code, custom software code, configuration scripts, data models, and similar data and documents for each requirement under this contract.

• All files, folders, directories, images, and content necessary to maintain operation of each requirement under this contract.

• Software documentation, containing any programmer notes and describing the software, its operation, its organization, and any significant characteristics of its design so that a computer programmer skilled in the art of programming in the language may operate, maintain, update, modify, and perform all operations necessary to perpetuate the utility of the computer software.

Table 2. Table of estimated deliverables for this contract.

Item Deliverable/Event X per year Task Reference

1 Call Order Kickoff Meeting 6 1

2 Call Order Draft PMP 6 1

3 Call Order Final PMP 6 1

4 BPA Quality Control Plan 6 1

5 Call Out Close Out 6 1

6 Monthly Reports 12 1

7 NCAP Survey Deployments 60 2

8 NRCC Interviews / Hotwashes 30 2

9 Internal Program Assessment Data

Collection

4 2

10 NCAP Survey Summary Analysis 60 3

11 NCAP Quarterly Brief Analysis 4 3

12 Summary of Findings Trend Analysis 1 3

13 Internal Program Assessment Analysis 4 3

14 Knowledge Snapshot Updates and

Analysis

12 3

15 NRCC Reports/Briefs 3 4

16 NRCC End of Season Brief 1 4

17 Regional Guidance and Tools 8 4

18 Training Course Updates 1 4

19 NCAP Briefing Decks 4 4

20 SoF Report 1 4

21 CITAP National Guidance 2 total - 2025, 2030 4

22 Program Assessment Briefs 4 4

23 NCAP Methodology Updates 1 4

24 Program Templates and Guides 6 4

25 Program One-Page Summaries 12 4

26 CIIS Job Aids 6 4

27 Program Summary of

Accomplishments

1 4

28 CIP Multi-Year Plan 1 total – 2026 4

29 CI FQS Position Training Deliveries 3 per year at 5 days each

30 IS Training Courses 2 per year, 4 hours each 5

31 CIIS Training Sessions 24, 1 hour each 5

32 CI Technical Assistance Program

(CITAP) Site Deliveries – In-person

Estimated 20 days total per year

33 CITAP Virtual Sessions 12 at 1-2 hour each 5

34 Bi-Weekly Development Sprints 26 6

35 Other projects as needed (developing, planning, implementing, reporting)

As needed 1-9

Contractor Personnel

The Contractor shall provide all necessary personnel to meet call order requirements and provide effective management of the BPA and all associated call orders including, but not limited to, program/project management, human resource management, performance management, quality assurance, administrative support, and supervision of all Contractor staff. Contractor supervisors shall perform proper oversight of all Contractor employees. Contractor supervisor(s) shall perform supervisory/management activities to ensure that Contractor employees have necessary skills, information, and tools to perform tasks and that call order requirements are properly met.

All Contractor employees shall address personnel and program issues through their supervisors and not directly through DHS’s management personnel. Supervision may be provided on-site or virtually at the Contractor’s discretion.

FEMA requires Contractor support personnel with significant experience assessing, evaluating, and reporting on disaster operations, and the background and experience to support disaster field operations in improving the delivery of services through program and project management, and process improvement support.

Qualified Personnel

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

PWS.

Continuity of Support

The Contractor shall ensure that the required level of support set forth in call orders is maintained at all times. The Contractor shall ensure that all contract support personnel are present for all hours of the workday. 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) prior to employee absence. Otherwise, the Contractor shall provide a fully qualified replacement.

Key Personnel

Before replacing any individual designated as Key Personnel under the BPA or call order(s) the

Contractor shall notify the Contracting Officer no less than fifteen (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 CO. The Contractor shall not replace Key Contractor personnel without approval from the CO. The following

Contractor personnel are designated as Key for this requirement.

• BPA Program Manager as the Overall BPA Program Manager

• Deputy BPA Program Manager

• CIIS Project Lead

• CITAP Project Lead

• Disaster After-Action Review Lead

Note: The Government may designate additional Contractor personnel as Key under call orders.

BPA Program Manager and Deputy Program Manager

The Contractor shall provide a Program Manager who shall be responsible for all Contractor work performed under this BPA. The Program Manager shall be a single point of contact for the

Contracting Officer and the COR. It is anticipated that the Program Manager shall be one of the senior level employees provided by the Contractor for this work effort. The name of the Program

Manager, and the name(s) of any alternate(s) who shall act for the Contractor in the absence of the Program Manager, shall be provided to the Government as part of the Contractor's proposal.

During any absence of the Program Manager, only one alternate shall have full authority to act for the Contractor on all matters relating to work performed under this BPA. The Program

Manager and all designated alternates shall be able to read, write, speak, and understand English.

Additionally, the Contractor shall not replace the Program Manager without prior approval from the Contracting Officer and COR.

To be considered for the position, the Program Manager must have the following:

• Minimum of ten years (for Deputy Program Manager) and twelve years (for Program Manager) recent experience managing a contract of similar size and scope.

• Minimum of ten years (for Deputy Program Manager) and twelve years (for Program

Manager) of emergency management and/or homeland security experience to include work on a declared disaster, and experience with state and local emergency management agencies.

• Minimum of ten years (for Deputy Program Manager) and twelve years (for Program

Manager) of emergency management and/or homeland security experience to include work on a declared disaster, and experience with state and local emergency management agencies.

• Demonstrated ability to manage multiple complex, time-critical support activities simultaneously, including analysis and data collection.

• Demonstrated experience producing written reports for elected officials, executives, and senior leadership.

• Demonstrated experience facilitating executive and senior leadership discussions, working groups, or events.

• Ability to develop project management documentation and detailed project work plans and execute those tasks in less than 72 hours.

• Undergraduate Degree Required.

The Project Manager shall be available to the COR via telephone and email between the hours of

8:00 A.M. and 5:00 PM EST, Monday through Friday, however a technical POC or an alternate shall be available to (1) respond to requests and (2) resolve technical problems within (2) hours of notification. For disaster response, FEMA will require someone who can be reached 24/7 and process orders within (2) hours of receipt.

CIIS Project Lead

The Contractor shall provide a CIIS Project Lead who shall be responsible for all Contractor work performed on CIIS. The Project Lead shall be a single point of contact for the CIIS Project

Team. The Contractor shall not replace the CITAP Project Lead without prior approval from the

Contracting Officer and COR.

To be considered for the position, the Project Lead must have the following:

• Minimum of eight years recent experience overseeing systems design, development, maintenance, and operations in Microsoft PowerPlatform or Power

Apps, or similar canvas or model-driven application.

• Minimum of eight years managing contract teams of 5+ staff and working with clients or stakeholders on projects.

• Minimum of eight years collaborating with stakeholders on projects requiring coordination with and concurrence of multiple parties.

• Demonstrated ability to manage multiple complex, time-critical support activities simultaneously, including analysis and data collection.

• Undergraduate Degree Required.

CITAP Project Lead

The Contractor shall provide a CITAP Project Lead who shall be responsible for all Contractor work performed on CITAP. The CITAP Project Lead shall be a single point of contact for the government CITAP Lead. The Contractor shall not replace the CITAP Project Lead without prior approval from the Contracting Officer and COR.

To be considered for the position, the CITAP Project Lead must have the following:

• Minimum of six years of emergency management and/or homeland security experience with state, local, tribal, and/or territorial emergency management agencies.

• Minimum of six years collaborating with stakeholders on projects requiring coordination with and concurrence of multiple parties.

• Demonstrated ability to manage multiple complex, time-critical support activities simultaneously, including analysis and data collection.

• Demonstrated experience facilitating discussions, working groups, or events.

• Undergraduate Degree Required.

Disaster After-Action Review Lead

The Contractor shall provide a Disaster After-Action Review Project Lead who shall be responsible for all Contractor work performed on disasters and issued under call orders noted for

Tasks 8 and 9 above. The Disaster After-Action Review Project Lead shall be a single point of contact for the government. The Contractor shall not replace the Disaster After-Action Review

Project Lead without prior approval from the Contracting Officer and COR.

To be considered for the position, the Project Lead must have the following:

• Minimum of ten years of emergency management and/or homeland security experience to include at least five years of work directly related to disasters with a major disaster declaration.

• Demonstrated ability to manage multiple complex, time-critical support activities simultaneously, including analysis and data collection.

• Proven expertise in collecting and researching a wide range of quantitative and qualitative data, coupled with the ability to analyze complex datasets to inform strategic outputs.

• Demonstrated experience producing written technical reports and briefs for elected officials, executives, and senior leadership.

• Demonstrated experience facilitating executive and senior leadership discussions and interviews, working groups, or events.

• Ability to develop project management documentation and detailed project work plans and execute those tasks in less than 72 hours.

• Ability to deploy to the field to lead after-action review call orders or other tasks.

• Undergraduate Degree Required or can be substituted for 5 years of additional experience.

Employee Identification

Contractor employees visiting Government facilities shall wear an identification badge that, at a minimum, displays the Contractor name, the employee’s photo, name, clearance-level, and badge expiration date. Visiting Contractor employees shall comply with all Government escort rules and requirements. All Contractor employees shall identify themselves as Contractors when their status is not readily apparent and display all identification and visitor badges in plain view above the waist at all times.

Contractor employees working on-site at Government facilities shall wear a Government issued identification badge. All Contractor employees shall identify themselves as Contractors when their status is not readily apparent (in meetings, when answering Government telephones, in e-mail messages, etc.) and display the Government issued badge in plain view above the waist at all times.

Removing Employees for Misconduct or Security Reasons

The Government may, at its sole discretion may direct the Contractor to remove any Contractor employee from DHS facilities for misconduct or security reasons. Removal does not relieve the

Contractor of the responsibility to continue providing the services required under the contract.

The CO will provide the Contractor with a written explanation to support any request to remove an employee.

Other Applicable Conditions

Security

Contractor access to classified information is not currently required under this PWS. However, the Government at a later date may require Contractor personnel to have Top Secret clearances.

Accordingly, Contractor employees provided for call orders may be required to be eligible for a

Top Secret Clearance.

Background Investigations

All contractor personnel who require access to DHS or FEMA information systems, routine access to DHS or FEMA facilities, or access to sensitive information, including but not limited to

Personally Identifiable Information (PII), shall be subject to a full background investigation commensurate with the level of the risk associated with the job function or work being performed. FEMA’s Personnel Security Division (PSD) will determine the risk designation for each contractor position by comparing the functions and duties of the position against those of a same or similar federal position, applying the same standard for evaluating the associated potential for impact on the integrity and efficiency of federal service.

Low Risk without Information System Access

Contractor personnel occupying positions or performing functions with a Low-Risk designation and who do not require access to DHS or FEMA information systems may undergo a Tier 1 investigation with a credit check and must receive a favorable adjudication thereof from FEMA

PSD prior to performing work under this BPA (also reference Facility Access).

Low Risk with Information System Access

Contractor personnel occupying positions or performing functions with a Low-Risk designation and who require access to DHS or FEMA information systems shall undergo a Tier 2 Suitability

Background Investigation (T2) and must receive a favorable adjudication thereof from FEMA

PSD prior to performing work under this BPA.

Moderate Risk

Contractor personnel occupying positions or performing functions with a Moderate Risk designation shall undergo a Tier 2 Suitability Background Investigation (T2) and must receive a favorable adjudication thereof from FEMA PSD prior to performing work under this BPA.

High Risk

Contractor personnel occupying positions or performing functions with a High-Risk designation shall undergo a Tier 4 Suitability Background Investigation (T4) and must receive a favorable adjudication thereof from FEMA PSD prior to performing work under this BPA.

Background Investigation Process

To initiate the request to process contractor personnel, the Contractor shall provide the FEMA

Contracting Officer’s Representative (COR) with all required information and comply with all necessary instructions to complete Section II of the FEMA Form 121-3-1-6, “Contract

Fitness/Security Screening Request.” The FEMA COR shall ensure that all other applicable sections of the FEMA Form 121-3-1-6 are complete prior to submitting the form to FEMA PSD for processing. The Contractor shall also provide the FEMA COR with completed OF 306, “Declaration for Federal Employment,” forms for all contractor personnel.

Contractor personnel who already have a favorably adjudicated background investigation, may be eligible to perform work under this BPA without further processing by FEMA PSD if:

• The investigation was completed within the last five years,

• It meets or exceeds the minimum requirement for the position they will occupy or functions they will perform on this contract,

• The contractor personnel have not had a break in employment since the prior favorable adjudication, and

• FEMA PSD has verified the investigation and confirmed that no new derogatory information has been disclosed which may require a reinvestigation.

FEMA PSD will notify the COR of the names of the contractor personnel eligible to work based on prior, favorable adjudication. The COR will, in turn, notify the Contractor of the names of the favorably adjudicated contractor personnel, at which time the favorably adjudicated contractor personnel will be eligible to begin work under this BPA.

For Contractor personnel who do not have an acceptable, prior, favorable adjudication or who otherwise require reinvestigation, FEMA PSD will issue an electronic notification via email directly to the contractor applicant/personnel that contains the following documents, which are incorporated into this BPA by reference, along with a link to the Office of Personnel

Management’s (OPM) Electronic Questionnaires for Investigation Processing (e-QIP) system and instructions for submitting the necessary information:

• Standard Form 85P, “Questionnaire for Public Trust Positions”

• Optional Form 306, “Declaration for Federal Employment”

• SF 87, “Fingerprint Card” (2 copies)

• DHS Form 11000-6, “Non-Disclosure Agreement”

• DHS Form 11000-9, “Disclosure and Authorization Pertaining to Consumer Reports

Pursuant to the Fair Credit Reporting Act”

FEMA PSD will only accept complete packages consisting of all of the above document and

Standard Form 85P, which must be completed electronically through the Office of Personnel

Management’s e-QIP system. The Contractor is responsible for ensuring that all contractor personnel timely and properly submit all required background information.

Once Contractor personnel have properly submitted the complete package of all required background information, FEMA’s Personnel Security Division, at its sole discretion, may grant contractor personnel temporary eligibility to perform work under this BPA prior to completion of the full background investigation if the Personnel Security Division’s initial review of the contractor personnel’s background information reveals no issues of concern. In such cases, FEMA’s Personnel Security Division will provide notice of such temporary eligibility to the

COR who will then notify the Prime Contractor, at which time the identified contractor personnel will be temporarily eligible to begin work under this BPA. Neither the Prime

Contractor nor the contractor personnel have any right to such a grant of temporary eligibility.

The grant of such temporary eligibility shall not be considered as assurance that the contactor personnel will remain eligible to perform work under this BPA upon completion of and final adjudication of the full background investigation.

Upon favorable adjudication of the full background investigation, FEMA’s Personnel Security

Division will update the contractor personnel’s security file and take no further action. In any instance where the final adjudication results in an unfavorable determination FEMA’s Personnel

Security Division will notify the contractor personnel directly, in writing, of the decision and will provide the COR with the name(s) of the contractor personnel whose adjudication was unfavorable. The COR will then forward that information to the Contractor. Contractor personnel who receive an unfavorable adjudication shall be ineligible to perform work under this

BPA. Unfavorable adjudications are final and not subject to review or appeal.

Continued Eligibility and Reinvestigation

Eligibility determinations based on a Low Risk T1, Moderate Risk T2S or High Risk T4 are valid for five years from the date that the investigation was completed and closed. Contractor personnel required to undergo a background investigation to perform work under this BPA shall be ineligible to perform work under this BPA upon the expiration the background investigation unless and until the contractor personnel have undergone a reinvestigation and FEMA’s

Personnel Security Division has renewed their eligibility to perform work under this BPA.

Exclusion by Contracting Officer

The Contracting Officer, independent of FEMA’s Personnel Security Division, may direct the

Contractor be excluded from working on this BPA. Any contractor found or deemed to be unfit or whose continued employment on the BPA is deemed contrary to the public interest or inconsistent with the best interest of the agency may be removed.

Facility Access

The Contractor shall comply with FEMA Directive 121-1 “FEMA Personal Identity Verification

Guidance,” FEMA Directive 121-3 “Facility Access,” and FEMA Manual 121-3-1 “FEMA

Credentialing Access Manual,” to arrange for contractor personnel’s access to FEMA facilities, which includes, but is not limited to, arrangements to obtain any necessary identity badges for contractor personnel.

Contractor personnel working within any FEMA facility who do not require access to DHS or

FEMA IT systems and do not qualify for a PIV Card may be issued a Facility Access Card

(FAC). FACs cannot exceed 180 days; all contractors requiring access greater than 180 days will need to qualify for and receive a PIV card before being allowed facility access beyond 180 days.

Contractor personnel shall not receive a FAC until they have submitted a SF 87, “Fingerprint

Card,” and receive approval from FEMA PSD. Contractor personnel using a FAC for access to

FEMA facilities must be escorted in Critical Infrastructure areas (i.e., server rooms, weapons rooms, mechanical rooms, etc.) at all times.

FEMA may deny facility access to any contractor personnel whom FEMA’s Office of the Chief

Security Officer has determined to be a potential security threat.

The Contractor shall notify the FEMA COR of all terminations/resignations within five calendar days of occurrence. The Contractor must account for all forms of Government-provided identification issued to contractor employees under a contract (i.e., the PIV cards or other similar badges) must return such identification to FEMA as soon as any of the following occurs:

• When no longer needed for contract performance.

• Upon completion of a contractor employee’s employment.

• Upon BPA completion or termination.

If an identification card or building pass is not available to be returned, the Contractor shall submit a report to the FEMA COR, referencing the pass or card number, name of the individual to whom it was issued, and the last known location and disposition of the pass or card.

The Contractor or contractor personnel’s failure to return all DHS- or FEMA-issued identification cards and building passes upon expiration, upon the contractor personnel’s removal from the BPA, or upon demand by DHS or FEMA may subject the contractor personnel and the

Contractor to civil and criminal liability.

All hardware, software, and services provided under Call Orders must be compliant with DHS

4300A DHS Sensitive System Policy and the DHS 4300A Sensitive Systems Handbook.

OPSEC Training

Contractors and Subcontractors who are working on this contract shall receive the OPSEC

Awareness Brief.

Access to the briefing can be obtained at OPSEC Awareness for Military Members, DOD

Employees and Contractors (usalearning.gov)

Send the certificate of completion to the FEMA Contracting Officer Representative no later than

30 calendar days after awarded contract. New employees entering the contract must receive the briefing within ten (10) business days of joining the contract.

Insider Thread Training

Insider Threat training for Contractors can be found at: Insider Threat Awareness

(usalearning.gov)

Certificate of training is required for all cleared contractor employees who are working with classified or unclassified information. All certificates must be sent to the assigned FEMA

Contracting Officer Representative, before the Contractor or Subcontractor is granted access to classified or unclassified information but no later than 30 calendar days after awarded contract. All cleared contractor personnel are required to recertify Insider Threat training annually thereafter. New employees entering the contract must receive the briefing within ten

(10) business days of joining the contract.

https://securityawareness.usalearning.gov/opsec/index.htm https://securityawareness.usalearning.gov/opsec/index.htm https://securityawareness.usalearning.gov/itawareness/index.htm https://securityawareness.usalearning.gov/itawareness/index.htm

OCSO Required Language for Contracts Including “For Official Use Only” (FOUO)

Information

In accordance with DHS Management Directive 11042.1 contractors, consultants, and others to whom access is granted will abide by 11042.1; DHS policy regarding the identification and safeguarding of sensitive but unclassified information originated within DHS. It also applies to other sensitive but unclassified information received by DHS from other government and non-governmental activities. The contractor shall:

• Be aware of and comply with the safeguarding requirements for “For Official Use Only”

(FOUO) information as outlined in this directive.

• Participate in formal classroom or computer-based training sessions presented to communicate the requirements for safeguarding FOUO and other sensitive but unclassified information.

• Be aware that divulging information without proper authority could result in administrative or disciplinary action.

Contractors and Consultants shall:

• Execute a DHS Form 11000-6, Sensitive but Unclassified Information Non-Disclosure

Agreement (NDA), as a condition of access to such information. Other individuals not assigned to or contractually obligated to DHS, but to whom access to information will be granted, may be requested to execute an NDA as determined by the applicable program manager. Execution of the NDA shall be effective upon publication of this directive and not applied retroactively.

Standard Training Language – Unauthorized Disclosure of Classified or Unclassified

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