AMENDMENT_01-SOW_OCCHCO_Reservist_Onboarding.docx

OCCHCO Reservist Onboarding Training 3/6/2016

STATEMENT OF WORK

FEDERAL EMERGENCY MANAGEMENT AGENCY (FEMA)

OFFICE OF CHIEF COMPONENT HUMAN CAPITAL OFFICER (OCCHCO)

RESERVIST ONBOARDING

I. Background Under the FEMA Strategic Plan, the Office of the Chief Component Human Capital Officer (OCCHCO) is tasked with recruiting a diverse workforce that strengthens the Agency’s ability to support our citizens and first responders. In order to meet Agency staffing goals for steady and emergency states, the OCCHCO must implement a targeted recruitment approach based on data-driven evaluation of prioritized workforce gaps. The FEMA reservist onboarding is targeting intermittent specialists to fill reservist vacancies in the Public Assistance Division, Recovery Directorate, and FEMA.

The reservist recruitment efforts strengthen FEMA's mission to recruit and retain an expeditionary workforce capable of providing the highest quality assistance service to disaster survivors. OCCHCO plans to hire 2,000 reservists this year, by staging four-to-six recruitment events near Regions IV, VI, VII and IX. “On- the Spot- Hiring” would be completed at the location. The process would include examining qualifications, making the offer, security and onboarding. OCCHCO is committed to establishing recruitment support to Agency operations that meet our mission priorities.

In order to meet the agency’s FY16 hiring goals there is a minimum target of 2000 reservist, the program will need to secure commercial training space to train approximately 300 reservists after the first recruitment event. Due to the size of each class, available Federal facility space is not adequate. We expect that we will need to conduct two week training and we will use as many as 50 subject matter specialists who will be supporting the onboarding of approximately 300 reservists.

II. Scope of Work

The government requires facility space to conduct FY2016 Reservist Onboarding training session during the week of March 7, 2016 through March 19, 2016. This project will focus on providing reservists with the initial training that’s required to support disaster survivors during an event. This training is critical to maintaining the reservist cadre infrastructure in order to provide the necessary support to areas affected by a major disaster. It is the program office’s preference that conference facilities be located within a 5 mile radius of an airport.

The purpose of this document is to identify the facility characteristics that are minimally necessary to support the training implementation, management, and administration of the FY2016 Reservist Onboarding training process. Specifically:

i) conference facility located within a 5 mile radius of Lambert St. Louis Airport

ii) Preferred hotel will be located in St. Louis, Missouri

iii) lodging for 300 students and 40 support staff;

iv) transportation to-and-from the airport;

v) conference/ballroom space with at least 4 TV/Displays and A/V to conduct of the FY2016 Reservist Onboarding Training;

vi) securable breakout rooms or other workable space within the immediate proximity of the conference space for support of the FY2016 Security and Badging process

vii) internet connectivity to support government owned up to 300 laptops;

viii) three meals: continental breakfast and standard buffet for lunch/ dinner for up to 300 students (to be inclusive of vegetarian options).

III. Tasks

A. Tasks associated with the lodging and meals:

Task A-1 Lodging: It is FEMA’s desire to hold this meeting the week of March 3, 2016 until March 19, 2016. During these two weeks contractor shall provide lodging for 340 attendees and support staff. Generally, (majority of rooms needed) lodging will commence on a Sunday, March 6th to a late checkout on Friday, March 18th. 4-6 rooms available in advance for the advanced Information Technology team that will arrive 3 days in advance of training on March 3, 2016. Lodging is to be available in the same building as the conference facilities. The contract shall pay for the room and associated taxes. All attendees will be responsible for paying any incidental room charges such as phone, pay per view video, room service, etc. Reservations shall be made with the hotel either by the participants or the OCCHCO support staff within 3 days of the event. (Completion date: Ongoing throughout contract performance period.)

Task A-2 Meals: Contractor will provide three meals per day starting on the morning of March 7, 2016 and end on the morning of March 19, 2016 for 300 students ONLY. However, meals will not be provided over the weekend of March 12-13, 2016, only during scheduled training days. The meal cost shall not exceed the Federal Travel Regulation’s Meals and Incidental Expenses (M&IE) daily rate http://www.gsa.gov/portal/content/101518. (Up to 300 students- Reservists)

Task A-3 Shuttle: It is preferred that the contractor will provide adequate shuttle service to transport attendees and advanced arrivals between the local servicing airport and the hotel. It may be necessary to enhance any existing shuttle service during the surge of the arrivals on Sunday afternoon and for departures on Friday. (Completion date: Ongoing throughout contract performance period.)

B. Tasks associated with conference space Task B-1 Conference Room: Contractor shall provide one large conference room with approximately 20,000 square feet of space. The room will accommodate 300 students in class room or lecture environment with rectangular tables which will comfortably fit 3-4 chairs per table. The table/chair arrangement must have access to power outlets for laptops. The room shall also have a podium with microphone and wireless microphone, at least 4 TV /screen / Displays, and computer projection. (Completion date: Ongoing throughout contract performance period.)

Task B-2 Breakout Rooms: At least four additional breakout rooms (approx. 400 to 500 square feet) for security badging, support team / instructors, and command center. Alternatively, contractor could provide one large breakout room of no less than 1,200 square feet for security badging purposes and two smaller breakout room of approx. 400 to 500 square feet. Each breakout room will be set up with 5-foot tables and workstations. All rooms should be within as close a proximity to each other as possible. (Completion date: Ongoing throughout contract performance period.)

Task B-3 Security: All space provided by contractor will be securable 24-hours-a-day with access keys provided to government and or contract staff. Offer shall state this clearly. (Completion date: Ongoing throughout contract performance period.)

Conference space is required to remain reserved (i.e. secured) for government use starting on Thursday March 3, 2016 for setup and through the evening of Friday, March 18, 2016 for breakdown. (Completion date: Ongoing throughout contract performance period.)

Task B-4 Internet Connectivity: FEMA requires internet connectivity for 300 plus users via either Ethernet (hard wire) or WIFI in order to accommodate the web based training. A dedicated (not open to other hotel users) T1 or equivalent high-speed connection must be capable of handling uploads/downloads of 300 plus users. (Completion date: Ongoing throughout contract performance period.)

IV. Summary