DRAFT PWS - PA-TAC VI UPDATED 5.14.26.docx

PERFORMANCE WORK STATEMENT

ADVISORY and ASSISTANCE SERVICES CONTRACT

PUBLIC ASSISTANCE-TECHNICAL ASSISTANCE CONTRACT (PA-TAC) VI

Federal Emergency Management Agency

PERFORMANCE WORK STATEMENT (PWS) FOR:

Public Assistance – Technical Assistance Contract VI

Erich Ducote, Contracting Officer

PROCUREMENT SENSITIVE INFORMATION

This document contains non-public information intended for use on a need-to know basis within FEMA only.

Please protect this document as procurement sensitive and handle accordingly.

DEPARTMENT OF HOMELAND SECURITY (DHS)

Table of Contents

1. General Information

1.1 Background

FEMA’s mission is helping people before, during, and after disasters. FEMA’s goal is to ensure that as a nation we work together to build, sustain and improve our capability to prepare for, protect against, respond to, recover from and mitigate all hazards. Within FEMA, the Office of Response and Recovery (ORR) provides guidance, leadership and oversight to build, sustain, and improve the coordination and delivery of support to citizens and State, local, Tribal and Territorial governments to save lives, reduce suffering, protect property and recover from all hazards. As part of ORR, the Recovery Directorate provides assistance to communities overwhelmed by acts of terrorism, natural disasters, or other emergencies.

The Recovery Directorate’s Public Assistance (PA) Division has the specific mission of providing assistance to applicants (i.e., State, Tribal and local governments) and certain types of Private Nonprofit (PNP) organizations so that communities can quickly respond to and recover from major disasters or emergencies declared by the President. In support of PA’s mission, as well as other FEMA missions under both Stafford Act and non-Stafford Act authorities, in response to major disasters and emergencies, the contractor shall provide qualified personnel to support FEMA services.

1.2. Scope

The government will select up to five (5) vendors to successfully and expeditiously supplement Public Assistance activities following Presidentially declared disasters. Orders will be awarded based on competition. The government seeks vendors who are adaptive, flexible, and can provide innovative solutions to ensure long-term contract success in response to emergent conditions.

In support of PA’s mission, the contractor shall provide qualified technical personnel to assist FEMA with delivering the PA Program in a timely, efficient, effective, and consistent manner.

The primary contractor support services required is anticipated to be:

· Site Inspection (SI) support

· Field Technical support

· Program Delivery Manager (PDMG) support

· Technical support in the development/updating of equipment rates

· Technical support for the PA Community Disaster Loan (CDL) Program

· PA appeals, audits and arbitration support

· PA program analysis and support

· Cost Estimating Format (CEF) support

· Consolidated Resource Center (CRC) support

· Additional technical support service areas as identified at the order level.

There may be several labor categories that may be requested to support these positions. FEMA may update Position Assists throughout the life of the contract. If updates conflict with the terms and conditions of the contract, the contractor may be required to provide an updated technical and cost proposal.

FEMA Headquarters (HQ) requires technical assistance for national-level mission support tasks, such as training, planning, project management, updating equipment rates, and providing services that involve or relate to analyses, feasibility studies, and strategy options to be used by FEMA personnel. They also require technical assistance to support the Consolidated Resource Centers (CRC). This includes validating PA claims, developing cost estimates for eligible work, providing technical support, verifying insurance compliance, and conducting quality assurance reviews, support scoping and costing, document validation, and project review for disasters nationwide.

1.3. Objective

FEMA is seeking the procurement of Advisory and Assistance Services (A&AS) Contracts for professional and non-professional services as a follow-on to the Public Assistance – Technical Assistance Contract (PA-TAC) V. The purpose of this contract is to obtain qualified contractor personnel with the technical expertise needed to support FEMA's Public Assistance (PA) activities, as well as other FEMA missions under both Stafford Act and non-Stafford Act authorities, in response to major disasters and emergencies.

1.4. Applicable Documents & Resources

The contractor must abide by all applicable and current regulations, publications, manuals, and local policies and procedures, including, but not limited to the following:

· Robert T. Stafford Disaster Relief and Emergency Assistance Act, 42 U.S.C. §5121-5207

· Code of Federal Regulations (CFR) Part 200 – Uniform Administrative Requirements, Cost Principles, and Audit Requirements for Federal Awards

· CFR – Domestic Security

· CFR Part 200- Uniform Administrative Requirements For Federal Grants

· 29 CFR Part 1910 – Occupational Safety and Health Administration Standards

· 36 CFR—Parks, Forests, and Public Property

· 40 CFR Parts 1500-1508—Protection of Environment

· 41 CFR Part 301—Public Contracts and Property Management

· 44 CFR—Emergency Management and Assistance

· 48 CFR—Federal Acquisition Regulations System

· 50 CFR Part 402, Wildlife and Fisheries

· Public Assistance Program and Policy Guide

· Public Assistance Alternative Procedures Guides and Standard Operating Procedures

· Public Assistance Program and Policy Guide (PAPPG), version 5

· All associated Position Assists and Job Aids

· Other official PA-related resources and job assists as specified by the Program Office

2. Specific Requirements/Tasks The contractor shall perform to the standards in the contract. All deliverables must comply with the standards listed in the documents and resources listed in the Applicable Documents & Resources section.

2.1 Qualified Personnel

The contractor shall provide qualified personnel with the requisite qualifications necessary to fulfil the requirements of this contract. Requisite qualifications (Attachment 1 – Labor Category Qualifications) include the demonstrated experience and skills necessary for the contractor personnel to perform all PA-related tasks, including competences in ancillary writing and technology-related skills (e.g., grammar and spelling skills, FEMA Customer Relationship Management (CRM) System training, inspection photography, etc.). Additional skills, qualifications or professional experience may be further defined at the order level. The contractor shall also maintain a roster of qualified, available personnel ready to support PA Program’s missions. The specific labor categories and minimum anticipated Full-Time-Equivalent (FTE) yearly quantities are listed below (Table 1 – Labor Categories). The contractor shall ensure all personnel are licensed (if applicable).

2.2 Contractor Furnished Items

The contractor shall furnish all personnel, equipment, supplies, facilities, transportation, tools, materials, supervision, and other items as necessary to perform the services as defined in the PWS at no cost to the government.

2.3 Labor Categories

The contractor shall roster at least the minimum quantity of labor categories listed in Table 1 – Labor Categories throughout the period of performance of the contract. The contractor shall submit the names of 50% of each of the required Labor Category quantities within 30 calendar days after contract award, and the remaining 50% within 90 calendar days. To account for attrition and unavailability of personnel, the government will allow the contractor to exceed the minimum roster quantity by no more than 40% for a given year.

The government may not process FEMA-issued background checks in excess of the established ceiling. The government reserves the right to increase this amount based on disaster activity and operational needs and will attempt to provide advance notice in the event additional resources may be required beyond the established ceiling. This will be included at the time of the order proposal request.

The contractor shall submit the names and corresponding labor categories to the Contracting Officer Representative (COR) or designated recipient. All submitted resumes shall include the minimum qualifications and skills as specified in Attachment 1 – Labor Category Qualifications.

Labor categories not identified in this contract in Table 1 – Labor Categories that are otherwise required by the government may be requested. In such instances, the contractor may agree to the request and propose the labor category and corresponding fixed hourly labor rate for consideration. Upon review and acceptance, the government will modify the contract to incorporate the new labor category and corresponding fixed hourly labor rate.

Table 1 – Labor Categories

*These labor categories are not required be rostered at the time of award but may be requested at the order level. Rostering includes verifying that personnel meet all required labor category job qualifications and have an established Entry on Duty (EOD) date.

These minimum quantities are based on historical usage and may be adjusted based on forecasted needs.

The government will award a hybrid contract with Firm Fixed Price (FFP), Labor Hour (LH), and Time & Materials (T&M) type contract line-item numbers (CLINs). The government anticipates that many of the orders will include CLINs 0001, 0002, 0003, and 0004.

This contract does not provide for Readiness, Startup or Closeout costs.

Table 2 – CLIN Structure

a. CLIN 0001: Order Labor Categories – The contractor shall propose a fixed hourly rate for all personnel (Table 1 – Labor Categories).

b. CLIN 0002: Order Project Management Office (PMO) Rate – The contractor shall propose an order Project Management Office Rate, not to exceed 4% of CLIN 0001 labor hour costs for each invoice. The PMO fixed costs will be based on actual hours of CLIN 0001 costs billed at the end of each monthly invoice period, not to exceed the proposed PMO percentage. Project Management Office Rate will cover all costs associated with contract administration and project oversight as defined at the order level.

c. CLIN 0003 and CLIN 0004: Travel and Miscellaneous and Other Direct Costs (ODC). All allowable Travel and Miscellaneous costs shall be prescribed in the Order Proposal Request and will only be reimbursable provided the expense is explicitly identified as reimbursable on the order proposal request or contract modification, or if the COR provides specific direction allowing expense. The government will allow travel booking fees not to exceed $25.00, unless otherwise prescribed in the order proposal request.

The government will reimburse Defense Base Act (DBA) insurance or other insurance and/or other taxes for OCONUS assignments e.g., Business to Business tax, tax equalization, Gross Receipt Tax (GRT). The government will also reimburse General & Administration (G&A) Indirect Costs on travel and ODCs.

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2.4. Quality Standards

The contractor shall provide the skilled personnel, supervision, and quality control oversight necessary to ensure compliance. The contractor shall provide a management structure that ensures the highest quality standards are achieved in conformance with this PWS, including the guidance identified in Applicable Documents & Resources section.

3. Contractor Personnel

3.1 Key Personnel

The contractor shall designate a Program Manager (PM) and Deputy Program Manager (DPM) as Key Personnel. The PM and DPM shall be the contractor’s primary Points-of-Contact (POC) when interfacing with FEMA on all contract-related issues. The Key Personnel shall be available to FEMA on a 24-hour/7-day basis. Key Personnel must be committed for a minimum of six (6) months after contract award. Key Personnel shall also be available for any meetings, including weekly or quarterly assessment meetings.

Program Manager (PM): The PM is accountable for the overall cost, schedule, and performance of a program. The PM ensures that all work is being completed correctly and in a timely manner; monitors how projects are progressing; and reports the details to the government. The PM:

· Must have a minimum of a bachelor’s degree in business or a related technical field as identified in the PWS.

· Must also have a minimum of 15 years of experience performing program management functions. This experience must include previous experience as a Program Manager on multiple projects of comparable magnitude and complexity of this contract.

· Should have disaster operational experience

· Should have Project Management Professional (PMP) certification

· Must have high-level management and leadership skills

· Ability to both lead and function as a member of a team.

· Should have excellent written and oral communication skills

· Must have attention to detail, great organizational skills, as well as the ability to multi-task and work well under pressure.

· Must have conflict resolution and problem-solving skills to include risk management

· Must have cost control and budgeting skills

· Must have teamwork and motivational skills

Deputy Program Manager (DPM): DPM is accountable for the overall cost, schedule, and performance of a program. The DPM ensures that all work is completed correctly and in a timely manner; monitors how projects are progressing; and reports the details to the government. In the event the PM is unable to perform and/or support, the DPM will act in their absence. The DPM:

· Must have a minimum of a bachelor’s degree in business or a related technical field as identified in the PWS.

· Must also have a minimum of 10 years of experience performing program management functions. This experience must include previous experience as a Program Manager on multiple projects of comparable magnitude and complexity of this contract.

· Should have disaster operational experience

· Should have Project Management Professional (PMP) certification

· Must have high-level management and leadership skills

· Ability to both lead and function as a member of a team.

· Should have excellent written and oral communication skills

· Must have attention to detail, great organizational skills, as well as the ability to multi-task and work well under pressure.

· Must have conflict resolution and problem-solving skills to include risk management

· Must have cost control and budgeting skills

· Must have teamwork and motivational skills

3.2 Code of Conduct

The contractor shall ensure that all personnel performing work under this contract adhere to its code of conduct, which at a minimum must comply with FEMA Directive: Personnel Standards of Conduct (FEMA Directive 123-0-2-1) and DHS Management Directive 0480.1 Ethics/Standards of Conduct (issued on March 1, 2003). The contractor shall submit their Code of Conduct and remediation plans as part of their Management Plan. The government reserves the right to request the removal of any contractor employee from an order for any reason.

If a request for removal is made by the COR, the contractor shall have forty-eight (48) hours to propose a replacement with similar qualifications. Upon review and acceptance by the COR, the contractor shall have forty-eight (48) hours, or a timeframe specified by the COR, to arrive at designated TDY.

4. Other Applicable Conditions

4.1 Period of Performance

The PA-TAC contract will have a base period of performance, with four (4) option periods. Each individual order requirement will determine the period of performance.

The Period of Performance for the contract reads as follows:

4.2 Place of Performance

The government will specify Place of Performance at the order proposal request phase. The Place of Performance may include contractor’s headquarters, area field offices, FEMA offices or other remote locations as designated. To the maximum extent possible, FEMA will authorize remote work. These may be located within the United States, its Commonwealths, Territories, and Minor Outlying Islands. Personnel are anticipated to support virtually and/or in person.

4.3 Non-Personal Services

In accordance with FAR 37.104 Personal Services Contracts, the PA-TAC VI is a non-personal services contract. The Government will not be engaged in continuous supervision and control of contractor personnel while administering this contract. Contractor personnel assigned to an order shall take direction only from designated direct lead or supervisor, e.g., Order Manager, who shall be contractor personnel. Contractor lead(s) or designated supervisor(s) shall take technical direction only from appointed COR. At no point shall the contractor take or give direction from or to another contractor assisting in PA recovery efforts without authorization or validation from the COR.

4.4 Reporting

The contractor shall provide the following reports to the COR and TM in accordance with Attachment 2 – Performance Requirements Summary Matrix. The contractor shall provide templates of the reports identified in the PRS to the COR within (15) calendar days after contract award date. The templates will be reviewed and any requests for modifications will be communicated by the COR.

The government will provide the minimum reporting elements, and the contractor may propose additional items. The final template(s) will be provided to the contractor within (30) calendar days of contract award. All required reports shall be subject to modification at the request of the COR at any time during the performance of this contract.

FEMA may periodically issue written guidance to clarify contract requirements, applicable Agency policies, bulletins, and procedural expectations to support contract execution.

4.4.1 Management Plan -

The contractor shall submit a management plan that at a minimum:

· Identifies the management structure and critical processes necessary to successfully manage the contract and its requirements.

· The management plan shall demonstrate the contractor’s detailed knowledge of the overall PA Program as identified in this PWS, including the applicable documents in Applicable Documents & Resources section.

· The plan shall also delineate efficient methods and effective cost controls and describe in detail how the contractor will respond to and manage all contractor personnel for each task during multiple and/or concurrent disasters.

· The plan shall also demonstrate the contractor’s procedures and capability to increase their pool of personnel in the event FEMA requests additional personnel based on order level requirements. These resources must be vetted, badged, qualified and trained. The plan will include how they will vet and have their staff successfully pass a FEMA security background investigation (BI) to obtain a FEMA badge at an authorized facility as described in Attachment 3 of the PWS. The Contractor’s Key Personnel performing work under this contract must also have a Moderate Risk Background Investigation and must maintain the level of security for the life of the contract. All other contractor staff supporting work under this contract must have a Moderate Risk background investigation prior to commencing work. The management plan shall be a living document that is flexible enough to adapt to changing requirements under a broader scope.

4.4.2 Quality Control Plan (QCP) -

The contractor shall develop and maintain an effective quality control program that at a minimum ensures services are performed in accordance with this PWS. The contractor’s quality control program is the inspection methodology by which the contractor assures itself that work complies with the requirement of the contract.

· The contractor shall develop and implement procedures to identify, prevent, and ensure non-recurrence of defective services.

· The contractor will include a corrective action plan within the QCP to address items of non-compliance. The QCP shall list specific instances where anticipated quality control inspections will take place during the life cycle of the process.

· The contractor shall ensure its quality control-related inspections are documented and saved for verification.

The QCP shall also be a living document that is updated when submitted at the order level and is specific to the order requirements.

The contractor shall develop a QCP and submit the document (30) calendar days after contract award.

4.4.3 Quality Assurance Surveillance Plan (QASP) -

The government shall at a minimum evaluate the contractor’s performance under this contract in accordance with the QASP. This plan is primarily focused on what the government must do to ensure that the contractor has performed in accordance with the performance standards. It defines how the performance standards will be applied, the frequency of surveillance, the minimum acceptable defect rate(s), and all correction and follow-up actions on issues that merit such approach. The contractor shall submit a QASP in accordance with the Performance Requirements Summary (PRS).

4.4.4 Training Plan -

As part of its contract proposal, the contractor shall at a minimum develop and submit a comprehensive training plan incorporating applicable PA related materials as specified in this contract.

· The Training Plan should outline the contractor’s efforts to equip its personnel with the requisite knowledge and skills to perform under this contract as outlined in Attachment 1 – Labor Category Qualifications.

· The contractor shall develop and provide training for the positions identified by the government in the order proposal request. The contractor may provide training only for its designated staff following receipt of order proposal Request. For some positions, the contractor developed training may be required prior to kickoff. This training requirement will be included in the order proposal request. The training shall be a reduced version of the full FEMA-provided training for position certification. The contractor shall provide these training courses in a manner that the staff will be familiar with the duties and tasks for certain positions and gain knowledge in PA policy and systems. Additional training may be provided by FEMA staff, on a case-by-case basis, in an on-the-job training (OJT) or just-in-time training (JIT) as time and FEMA resources can accommodate during awarded disasters orders. The government will provide the training materials to the contractor to train their staff and develop the Training Plan. Train-the-Trainer will not be provided.

If proposed staff are no longer available, all replacement candidates must be trained within five (5) calendar days of authorization to commence work.

4.4.5 Security Startup Roster -

The contractor shall submit a weekly Security Roster identifying all security-related information for rostered employees. Information shall include, but is not limited to, name, job title, date e-QIP was initiated, EOD, and other pertinent information identified by the COR. Upon award, the government will provide a template for the contractor to submit required information.

4.4.6 Final Voucher and Closeout Tracker -

The contractor shall submit a final voucher tracker and closeout package no later than 90 days following the order’s period of performance end date. At a minimum, the final voucher tracker should include the order number, description, order status, period of performance start and end dates, total obligated value, total expenditures, remaining balance, final invoice number and final invoice amount. The report shall be cumulative and include all previously awarded orders. The closeout package shall contain a final public voucher; payment history; draft request for final modification; list of classified materials retained; certification regarding U.S. Government property; contractor’s assignment of refunds, rebates or credits; contractor’s release of claims; and continuation sheets, if necessary. If additional time is needed, the contractor shall submit a written request for a time extension that explains the extenuating circumstances.

4.4.7 Annual and Final Report –

The contractor shall submit a report (15) calendar days after the end of each contract period. The report shall document and summarize the results of the entire contractual effort to date, including key issues and resolutions, recommendations, and conclusions. The report shall include tables, graphs, and other visual aids to comprehensively explain the results achieved under the contract.

4.4.8 Other operational reports as identified at the order level, e.g. Site Inspection Report, etc.

4.1 4.2 4.3 4.4

4.5 Base Contract Kick Off /Post Award Conference/Periodic Partnering Meetings The contractor shall participate in a kickoff meeting with the government no later than five (5) business days after contract award. The contractor shall provide key personnel with authority to make decisions and take responsibility for any actionable items because of the meeting. The contractor shall submit the kickoff meeting notes no later than five (5) calendar days following the conclusion of the meeting. The contractor agrees to attend any post award meetings convened by the contracting activity or contract administration office in accordance with Federal Acquisition Regulation Subpart 42.5. The CO, COR, and other government personnel, as appropriate, may meet periodically with the contractor to review the contractor's performance. At these meetings the CO will apprise the contractor of how the government views the contractor's performance and the contractor will apprise the government of problems, if any. Partnering meetings may be held at the government’s discretion. Types of partnering meetings include Senior Partnering, Operational Partnering, and Individual Partnering. As part of these partnering meetings, the contractor may be asked to present briefings to the COR and other interested FEMA personnel on the status of work performed under the contract. Partnering meetings may be held virtually or a designated location as determined by the government.

4.6 Overtime (OT)

All projected OT needs and the OT request approval process (i.e., weekly workweek exceeding 40 hours) will be specified in the order proposal request. OT hours are not allowed unless the contractor receives written preauthorization from the COR or designated TM. The contractor shall only bill actual hours worked, and the COR or TM may verify using backup documentation to determine whether actual work hours were completed. For bidding purposes, the contractor should include regular and OT rates for all labor categories to include base and all options.

4.7 Recognized Holidays

The order proposal request will specify whether contractors are expected to work on federal holidays. The government recognizes the following holidays:

Independence Day

4.8 Hours of Operation

The government will specify hours of operation, including all estimated overtime hour requirements, at the order proposal request phase. The core working hours are 9:30 am local time to 3:30 pm local time of requesting requirement office. The contractor is responsible for conducting business based upon the hours of operation specified in each order except Federal holidays. When the government facility is closed due to local or national emergencies, administrative closings, or similar government directed facility closings, FEMA employees have directed work locations. The contractor must receive approval from the CO and/or COR to work from an alternate location. For other than firm fixed price contracts, the contractor will not be reimbursed when the government facility is closed for the above reasons. The contractor must always maintain an adequate workforce for the uninterrupted performance of all tasks defined within this contract when the government facility is not closed for the above reasons. When hiring personnel, the contractor shall keep in mind that the stability and continuity of the workforce are essential.

Additionally, the contractor must provide the COR/TM with a list of all holidays observed by the contractor. This information will be provided at the order kickoff meeting. In the event there is a holiday that is observed by FEMA, but not by the contractor, the contractor must arrange with the COR and/or TM, a plan for how to ensure that the full weekly work commitment is met (e.g., work 4/10 hour days, work from Alternate Work Station (AWS), or at a Contractor facility, etc.) The COR and/or TM will review and in coordination with the program/field, will make the determination regarding the schedule.

4.9 Contractor Travel

Costs for transportation, lodging, meals and incidental expenses incurred by contractor personnel on official company business in support of this contract are allowable in accordance with FAR 31.205-46, Travel Costs. Travel costs will be considered reasonable and allowable only to the extent that they conform to FEMA’s Travel Policy Manual 122-1-1, which supersedes the previous FEMA Travel Manual 6200.1 from May 1989 and any other directive-level travel guidance by the agency will be used as guidance in coordination with FAR 31.205-46. The contractor will be authorized only those travel expenses specifically prescribed in the order proposal request and consistent with the substantive provisions of the FEMA Travel Manual and the limitation of funds specified in the contract.

For lodging:

· Contractors should seek the lowest available lodging rate and avoid using nonconventional lodging to maximize personal convenience at the expense of other cost considerations, including increased travel time, fuel costs, etc.

· Lodging at property owned by family or friends is not permitted for reimbursement purposes.

· Lodging at property the traveler or family member owns outright or have any ownership interest in (such as through a Limited Liability Corporation or lease-to-own arrangement) is not reimbursable.

· Lodging selected must not fall under the category of luxury accommodation. Luxury accommodations are defined as properties that offer high-end amenities and services typically found in high-end hotels and resorts.

· Charges for utilities, resort fees, maintenance, service, rental insurance, cleaning fees, deposits, etc. will not be charged - only the standard nightly government, plus tax rates are eligible for reimbursement.

· For Non-Conventional Lodging, the contractor will be required to provide a daily itemized invoice/payment receipt that includes name of company, address, EIN/Tax ID number, dates rented, and zero balance.

· Any additional costs/fees outside of the standard government rate and taxes are not reimbursable.

· If lodging at a rental property, include a copy of the signed rental agreement that includes the printed name and signature of the landlord/lessor.

· Contractor employees approved for non-conventional lodging will not be allowed to sublet rooms or any portion of the property to others unless lodging sharing is disclosed and approved by the contractor and the CO and/or TM.

· All travel requires government approval/authorization and notification to the COR or TM. In the event there is a conflict in the travel regulation, the contractor shall seek guidance and approval from FEMA. The government will reimburse up to eight (8) hours per day for contractor travel time, to include OCONUS travel. Labor hours for travel will be accounted for under CLIN 0002 and CLIN 0003 at the Order Level. The government will not reimburse for non-rotational travel time.

4.10 Health & Safety

The contractor shall ensure that all applicable health and safety requirements for infectious and communicable diseases are followed in accordance with federal regulations. All costs associated with providing contractor personnel with regulatory mandated Personal Protective Equipment (PPE) and testing will be the responsibility of the contractor.

4.11 Organizational Conflict of Interest

Contractor and subcontractor personnel performing work under this contract may have access to or participate in the development of proprietary or source selection information (e.g., cost or pricing information, budget information or analyses, specifications or work statements, etc.) or perform evaluation services which may create a current or subsequent Organizational Conflict of Interests (OCI) as defined in FAR Subpart 9.5. The contractor shall notify the CO immediately whenever it becomes aware that such access or participation may result in any actual or potential OCI and shall promptly submit a plan to the CO to avoid or mitigate any such OCI. The contractor’s mitigation plan will be determined to be acceptable solely at the discretion of the CO and in the event the CO unilaterally determines that any such OCI cannot be satisfactorily avoided or mitigated, the CO may affect other remedies as he or she deems necessary, including prohibiting the contractor from participation in subsequent contracted requirements which may be affected by the OCI.

4.12 Government Furnished Equipment (GFE)

As part of its base contract proposal, the contractor shall assume that contractor personnel will be provided FEMA-issued laptop based on program need. The government will specify at Order Proposal Request if government-issued laptops are required to be furnished to the contractor. In such instances, the government will provide for all shipping and/or travel-related costs to acquire equipment. The contractor is responsible for all equipment until FEMA acknowledges receipt of returned equipment. If equipment is damaged or stolen, the contractor is liable and shall reimburse the government for the cost of the equipment. This is referenced on the last page of the Statement of responsibility section of the FEMA Personal Property Custody/Hand Receipt Report provided with each piece of government equipment.

In accordance with the Rehabilitation Act of 1973, as amended Section 504 (Programs, Services and Activities) and Section 508 (Electronic and Information Technology), FEMA will provide applicable accessible information technology systems to specialists covered under the Rehabilitation Act of 1973. Based on the contractor’s specific need, FEMA will provide accessibility related software or peripheral devices to use systems that comply with Section 508.

The contractor/Provider shall comply fully with Section 504 of the Rehabilitation Act of 1973, as amended, and incorporate this language in any sub-contracts related to the provision of FEMA public-facing program or activity.

If GFE is required, the contractor shall ensure it has a property management system in accordance with FAR 45.104. Contractor personnel shall not conduct any work under this contract from overseas locations unless otherwise approved in writing by the COR. Overseas use of GFE is strictly prohibited and may result in immediate removal from the contract.

GFE must be returned within 15 business days following completion of the assignment. The COR may authorize the contractor to retain equipment beyond the established timeframe.

4.13 Contractor Furnished Equipment (CFE)

The contractor shall furnish all personnel, equipment, supplies, facilities, transportation, tools, materials, supervision, and other items as necessary to perform the services as defined in the Performance Work Statement (PWS) within the contractor's proposed firm fixed rates and at no additional cost to the government, unless the contract identifies such cost as reimbursable. All contractor personnel working under this contract are required to have a working cell phone and laptop for communication purposes, including OCONUS deployments. The government will not reimburse the contractor for any cell phone-related costs, including but not limited to purchase of items, network plans, minute plans, roaming charges, wi-fi hotspots, and international calls.

If government-issued laptops are not furnished to the contractor at order proposal request, the contractor shall be responsible for all laptop-related costs. The contractor shall be prepared to furnish all laptops with software applications required by FEMA, to include Microsoft Suite and a contractor issued business email address. If there are other software applications required by FEMA, it will be included at the time of order proposal request.

4.14 Technical Monitor Certification (TMC)

The contractor shall submit a TM Certification report to the designated TM and/or COR for review prior to submitting an invoice. The TMC shall contain all charges associated with the invoice to include all Labor Hour charges and ODC-related costs. The COR and/or TM will review and, if approved, sign and return the TMC to the contractor to submit as part of invoice. The contractor shall submit a monthly TMC no later than 30 calendar days after the end of the month in which the services were rendered. An alternate frequency of TMC submissions may be established at the order level. The TMC review period is generally limited to ten (10) business days. The contractor shall submit corrected TMCs within five (5) business days after receipt of feedback from TM. The contractor shall not submit any additional TMCs under the same order during the TM's ten (10) business day review period. If a TMC is not reviewed within ten (10) business days, on the 11th business day an invoice may be submitted.

4.15 Invoicing

The contractor shall submit all invoices no later than 5 business days following receipt of the approved TMC or 5 business days after the 11th business day if TMC not reviewed. Invoices shall include all expenses (e.g., field & management labor hours, travel, etc.) incurred by the contractor, including all Subcontractor costs, within the invoice’s Period of Performance, which shall not exceed the calendar month. Preliminary reviews will be conducted through the TMC procedure in section 4.14, before invoices are submitted.

5. Order Process

Orders will be awarded based on competition among the vendors.

The CO will issue an order proposal request to the contractors. The order proposal request will identify:

· Period of Performance

· Area(s) of Operations

· Labor Category and quantities

· Place of Performance

· Tasks and Deliverables

· Other order-relevant information (e.g., travel, additional training requirements, etc.).

While FEMA experience is not a requirement for the base contract, it may be a requested preference on orders.

The CO will notify contractors of order award. Any changes in personnel from contractor proposal to award shall be immediately communicated to the COR. The contractor shall have from the order proposal request notification to an order award to train their staff in the respective positions as prescribed in the training plan. When proposed, that contractor shall notify FEMA that their staff will be trained (or is already trained) and are ready for assignment and deployment upon order kickoff meeting and award.

The contractor shall mobilize staff to support multiple, simultaneous orders within a given year.

As part of order proposal request proposal, the contractor shall identify an Order Manager and/or a designated Lead, to manage all order labor category personnel. The Order Manager and/or a designated Lead shall coordinate with the COR and TM on any travel, performance, and other contract-related issues, and shall be available at any time to address issues identified by the COR and/or TM for the entire period of performance of the order. The designated lead is also an operational staff member under CLIN 0001. The Order Manager is billable under CLIN 0002.

The Order Manager is responsible for the successful performance of the assigned work. Depending on the size and complexity of the assignment, the Order Manager may be on site or located remotely. The Order Manager will be in frequent contact with the TM and/or COR and have sufficient authority and experience to address any issues. Specific responsibilities include:

· Serves as the TAC primary point of contact with TM and COR.

· Responsible for overall management and execution of the assignment from inception to completion; ensures assigned tasks are within the approved SOW.

· Performs quality monitoring to ensure implementation of the TAC’s quality control plan; coordinates preparation and/or review and approval of contract deliverables for completeness, technical accuracy, timeliness, and conformance with other order requirements.

· Periodically visits the project site to meet with the TM and/or COR and TAC staff; frequency and duration of visits are dependent on the size and complexity of the operation and will be pre-approved by the TM and/or COR.

· Provides oversight of the TAC Team Leader’s and TAC Coordinator’s activities, or, if deployed, performs TAC Team Leader duties.

Used primarily on large-scale events, the designated Lead is a staff member responsible for managing the day-to-day performance of the field staff and is readily available to support needs of the TM, the Order Manager and the technical staff to implement the task. Specific Lead responsibilities include:

· Serves as the primary interface with the TM and the Order Manager.

· Provides oversight and coordinates with the Order Manager, all productivity, quality, health and safety, behavioral and welfare issues associated with staff.

· Performs continuous quality assurance review of work products, and reports issues to the assigned Order Manager and the TM and/or COR.

· Represents TAC Management at FEMA meetings.

· Works with TM and/or COR to address any performance issues, staff reassignments, quality of work products or productivity, and demobilizations.

FEMA will consider the use of a TAC Coordinator position to perform administrative order duties. The TAC Coordinator may deploy on site/mobilize on short durations to aid in contractor staff/field personnel deployments, demobilizations, system/facility access, logistics/equipment coordination, and other administrative or coordination efforts. During order proposal requests, the contractor shall propose a suitable field labor category, i.e., administrative support specialist, to perform the TAC Coordinator functions. The TAC Coordinator is an operational staff member under CLIN 0002.

The total staff with allowable hours for the TAC Coordinator position are noted below. Multiple TAC Coordinators are allowed for every (30) staff:

0-4 staff: no TAC coordinator 5-6 staff: up to 5 hours per week 6-10 staff: up to 10 hours per week 11-15 staff: up to 20 hours per week 16-20 staff: up to 30 hours per week 21-30 staff: up to 40 hours per week

5.1 Kickoff Meeting

The contractor shall participate in all order-related kickoff meetings no later than five (5) business days following order award, or as otherwise specified in the order proposal request. The contractor shall take notes and provide a digital copy to the COR and TM no later than three (3) business days following the conclusion of the kickoff meeting.

5.2 Deployment of Contractor Staff

Contractor staff assigned for deployment to the field shall be prepared to report to the designated TDY location within 48 hours of notification of authorization to travel. Orders with OCONUS TDY shall specify time of arrival. Contractors supporting virtually from designated Residences of Record (RORs) shall be available within 24 hours following order award to receive work under the order.

All personnel proposed on an order are expected to be committed to the disaster for the duration of the assignment, including base and any option period(s). If staff cannot commit for the entire duration, the information shall be disclosed in the technical proposal, along with the expected duration the staff is committed to. If the proposed personnel are no longer available to support the order by the time the award is made, it must be brought to the attention of the CO, COR, and TM. Any changes to proposed Labor Category personnel must be submitted to the COR prior to demobilization and/or removal.

Rotational travel schedules must be coordinated with the TM and/or COR at least fourteen (14) days prior to departure. Rotations should be for a minimum of seven (7) calendar days, or as otherwise determined in coordination with the Government to meet mission requirements and account for factors such as holidays, facility access limitations, and other operational considerations. The maximum duration shall be fourteen (14) calendar days, or as long it is operationally permissible. The Contractor shall develop and maintain rotation plans sufficiently in advance of anticipated surge or holiday periods and shall update such plans as necessary to address changing mission requirements. No accrual of days shall be permitted. To ensure adequate coverage during authorized rotations, rotation schedules may be adjusted; the contactor shall coordinate with the TM and/or COR to avoid depleting the field of contractors at any given period. Other travel schedule requirements, including intervals, notification and approval process, shall be identified in the order proposal request.

5.3 Reports

All reports and deliverables required under this contract shall be submitted to the COR and any additional contacts designated by the program. Reports must be provided via email to the specified recipients, ensuring timely and accurate submission. The deliverable email should include the report or document as an attachment, a clear subject line referencing the deliverable, and any necessary details or context in the email body to facilitate review and processing as requested by the COR.

Reports may be required at the order level, including but not limited to the Accountability report, progress report, order status report, and labor/overtime (OT) report. All such reports, including their content and format, may be modified at the written request of the COR.

6. Definitions and Acronyms

6.1 Definitions

4.1 Contractor – A supplier or vendor awarded a contract to provide specific supplies or services to the government. The term used in this contract refers to the prime.

Contracting Administration Office – An office that performs assigned post-award functions related to the administration of contracts in conformance with FAR 42.302.

Contracting Officer (CO) – The CO has authority to enter, administer, or terminate contracts and make related determinations and findings. COs may bind the government only to the extent of the authority delegated to them. COs are responsible for ensuring performance of all necessary actions for effective contracting, ensuring compliance with the terms of the contract, and safeguarding the interests of the United States Federal Government in its contractual relationships.