Final_NGA_SOW_Aug_01_2013.docx

DEPARTMENT OF HOMELAND SECURITY

FEDERAL EMERGENCY MANAGEMENT AGENCY

PROTECTION AND NATIONAL PREPAREDNESS

STATEMENT OF WORK

PARTIES

Protection and National Preparedness (Office of Preparedness Integration and Coordination) with the National Governors Association Center for Best Practices (NGA Center) and the Governors Homeland Security Advisors Council (the Council or GHSAC)

PURPOSE

Requirement for services in support of the National Governors Association Center for Best Practices (NGA Center), for the management of the Governors Homeland Security Advisors Council (the Council or GHSAC). The Council is currently staffed by the NGA Center’s Homeland Security and Public Safety Division personnel assets who manage and facilitate daily council operations and provide technical assistance. The Contractor shall provide a level of coordinated input and subject matter expertise on a number of salient homeland security issues, including: intelligence sharing; state homeland security organization, structures and governance; interoperable communications; public safety broadband; critical infrastructure protection; and core capabilities. The Contractor will also provide direct technical assistance to individual governors’ offices on a variety of homeland security policy areas and provide association representation to a number of national policy committees and advisory boards.

Tasks:

TASK 1: Manage and facilitate the operations of the Governors Homeland Security Advisors Council and its seven operating committees The Governors Homeland Security Advisors Council was developed as a forum through which state homeland security directors could discuss common issues, set priorities, communicate with the U.S. Department of Homeland Security, and advise the nation’s governors on the impact of federal homeland security policies and other issues. The Council’s membership is comprised of the 56 homeland security advisors from every state, territory, and the District of Columbia. Contractor staff will support the Council by:

· Communicating weekly with all state homeland security advisors either via email or telephone call;

· Maintaining an online portal for homeland security advisors using the Homeland Security Information Network (HSIN);

· Responding to technical assistance requests from states through telephone consulting, written analysis, and as appropriate, state site visits and outreach to governors offices; and

· Disseminating information to the Council and the broader policy community through a variety of newsletters, list-serves, websites, and other media.

In 2013-2014, the contractor will also continue identifying the priorities of newly appointed homeland security advisors (HSAs) and encourage their participation in Council meetings and conferences. The contractor will continue to monitor each state for changes in governance, organization, or leadership.

TASK 2: Conduct two meetings of the Governors Homeland Security Advisors Council Contractor will host two national meetings of the Council. The purpose of these meetings is for state homeland security officials to discuss common issues, priorities, and challenges. One meeting will be held during the winter in late 2013 or early 2014. The other meeting will be held during summer 2014. One meeting will take place in the Washington, D.C. metro area and the other will be at a location to be determined.

The meeting held in Washington, D.C. will be coordinated with the DHS Office of Intergovernmental Affairs to invite senior officials for briefings and to engage in policy discussions. Contractor will secure meeting space; develop meeting agendas in cooperation with the Council; identify and secure speakers; coordinate federal agency participation; staff the meetings; prepare meeting summaries; and conduct follow-up activities as necessary and as requested by the Council.

The meeting held at a location outside of the D.C. metro area will be an opportunity for state-centric policy discussions. This meeting will focus on state priorities, issues and challenges. Contractor will secure meeting space, develop meeting agendas in cooperation with the Council, identify and secure speakers, coordinate federal agency participation, staff the meetings, prepare meeting summaries and conduct follow-up activities as necessary and as requested by the Council.

The contractor is to utilize Government or other no cost space for all conferences/meetings. If Government or other no cost space is unavailable the contractor must notify the FEMA Contracting Officer at least 60 days prior to the commitment of funds for the conference/meeting in order to gain approval from the FEMA Contracting Officer for the use of other than Government space.

TASK 3: Convene conference calls of the Council and Executive Committee Contractor will host conference calls, provide staff support and conduct research as requested for the Council and its Executive Committee. Contractor will draft agendas, circulate relevant materials, identify and schedule guest speakers, and carry out follow-up activities after each conference call. Contractor will coordinate the schedules of all homeland security advisors and their staff to ensure maximum participation.

Monthly conference calls in 2012-2013 regularly contained briefings from officials at DHS including FEMA and the Office of Intergovernmental Affairs. Contractor will continue to include these briefings in 2013-2014.

TASK 4: Serve as a liaison between the Council, DHS, other federal agencies, and the NGA Committee on Health and Homeland Security Contractor will conduct research and draft articles for NGA Center’s weekly Front & Center and Homeland Security newsletters, post material to the NGA Center web site, and conduct webinars and other virtual meetings. Staff will establish and maintain relationships with federal partners at the U.S. Department of Homeland Security and the U.S. Department of Justice. Contractor will work with these federal representatives to ensure homeland security advisors are informed of new and/or changing initiatives.

The contractor will focus on streamlining outreach efforts between homeland security advisors and the NGA Committee on Health and Homeland Security. NGA’s Office of Federal Relations will continue to be included in the drafting of written publications, agendas for Council meetings, and developing of Council policy positions.

The contractor will provide research support and other direct technical assistance to homeland security advisors, governors and their staff, and related state agencies, as requested, and as resources allow, on a range of homeland security related issues. Contractor will travel to up to three conferences and/or meetings specifically related to homeland security policy (i.e. the annual fusion center conference, regional meetings, or workshops). The purpose is to represent the Council and the NGA Center at critical homeland security meetings and conferences around the nation.

TASK 5: Conduct an annual survey of the governors’ homeland security advisors Contractor will conduct an annual survey of governors’ homeland security advisors. The survey provides insight into state homeland security priorities and solicits the views of states regarding various national programs and initiatives. The outcome of this activity will be an internal document detailing and analyzing the survey results to identify trends, emerging priorities and existing challenges. Activities proposed under this task include:

· Design and develop questions for an on-line survey of state homeland security advisors;

· Compile, aggregate and analyze the results of the survey; and

· Build a capacity for improving future surveys through professional development or consulting workshops.

· Contractor will work closely with the FEMA Program Manager to establish survey requirements and to ensure timely completion and reporting.

TASK 6: Produce and disseminate a written product reflective of governors’ priorities

Contractor will develop and publish a written product reflective of governors and homeland security advisors priorities on a topic related to homeland security or homeland defense. The written product will be distributed to governors’ offices, homeland security advisors, homeland security media resources, and others. The topic will be determined by Contractor in concert with DHS and the Council upon evaluation of homeland security priorities for governors and their staff. Potential topics may include but are not limited to: cyber security, public safety broadband, or long-term recovery efforts.

TASK 7: Host a seminar for newly appointed homeland security advisors.

As new homeland security advisors are appointed, Contractor will reach out to these individuals to ensure they are aware of the Council as well as the resources available to them from NGA and DHS. As in years past, the contractor will host a full or half day seminar exclusively for newly appointed homeland security advisors with session topics such as grants management, managing expectations, lessons learned from veteran homeland security advisors, and others. The contractor will host this seminar prior to one of the Council’s national meetings. The Center will work with the Naval Postgraduate School on aligning speakers for the various session topics. Additionally, the seminar for newly appointed homeland security advisors will include members of the Council’s Executive Committee to serve as faculty and subject matter experts for attendees.

Delivery Schedule

The Contractor shall submit monthly, progress reports by the fifteenth calendar day following the end of the month during the performance period. The quarterly progress reports will provide a summary of the activities accomplished, deliverables submitted whether approved or disapproved, problems, and resolutions employed during the quarter. It will also provide a summary of the activities during the upcoming reporting period. The report will highlight any circumstances that may lead to delays under the contract delivery schedule and the impact such delay(s) may ultimately have on the remaining performance period.

The Contractor shall provide “Ad Hoc” In Process Reviews (IPR) as necessary and requested by the OPIC COR to present costs and performance status regarding the specific event involved.

The Contractor shall submit a final contract report no later than thirty days after contract expiration date. The final report should provide a summary of the activities accomplished, deliverables submitted, problems, and resolutions encountered during the period being reported.

All products developed under this contract will be issued as OPIC products. All products must be presented in plain language to allow the information to be clearly understood by users at all levels. All report deliverables shall be submitted in electronic format and in hardcopy as necessary and/or required. Once delivered, all deliverables are considered DHS property. Deliverables will be considered “draft” upon initial receipt. Drafts will be reviewed and accepted, or if not accepted, concerns and comments will be provided to address any concerns or required revisions.

Deliverable Timetable:

security advisors either via email or telephone call;

1.2 Maintain online portal for homeland security

advisors using the Homeland Security Information Network (HSIN):

1.3 Respond to technical assistance requests from

states; and

1.4 Disseminate information to the Council through a variety of newsletters, list-serves, websites, and Other media.

All Ongoing

2.2 Plenary Meeting #2

(Locations: Washington, D.C. and TBD) Secure meeting space; develop meeting agendas in cooperation with the Council; identify and secure speakers; coordinate federal agency participation; staff the meetings; prepare meeting summaries; and conduct follow-up activities as necessary and as requested by the Council.

Winter 2013/2014 Summer 2014

3. Convene conference calls of the Council and Executive Committee

3.1 Host Plenary conference calls

3.2 Host Executive Committee conference calls

Draft agendas, circulate relevant materials, identify and schedule guest speakers, and carry out follow-up activities after each conference call. Coordinate the schedules of all homeland security advisors and their staff to ensure maximum participation.

Monthly Monthly

Conduct research and draft articles, post material to website, conduct webinars and other virtual meetings; support streamline outreach efforts between homeland security advisors; research support and other direct technical assistance to homeland security advisors, governors and their staff, and related state agencies. Travel up to three conferences/meetings.

Ongoing

Product will be distribute/published to governors’ offices, homeland security advisors, homeland security media resources, and others.

Spring 2014

Quality Assurance & Quality Control:

The contractor shall be responsible for an effective quality assurance/control program for all deliverables, work products, and services performed under the contract. The contractor shall institute policies, procedures and processes that will ensure all products meet contract requirements and will promote continuous improvement of the products and processes.

Requirements for Staffing:

The contractor must maintain a dedicated organization for governors and their key policy staff to develop and implement innovative solutions to challenges of developing sound and coordinated homeland security policy. The organization must bring experience and breadth of knowledge collectively to one forum that provides direct engagement with the nation’s governors’ Homeland Security Advisors.

Government Furnished Property: No government-furnished property will be provided to NEMA Contract Kick-off Meeting: The kick off meeting will be set within four weeks of award of contract.

Period of Performance: 12 months

Place of Performance: The contractor will perform work at its offices and attend meetings as required.

Security/Security Requirements: There are no unique security requirements associated with contract performance.