RFP_HSFE40-16-R-0002_Amendment_0002.pdf

Offers must acknowledge receipt of this amendment prior to the hour and date specified in the solicitation or as amended, by one of the following methods:

(a) By completing items 8 and 15, and returning or (c) By separate letter or telegram which includes a reference to the solicitation and amendment numbers. FAILURE OF YOUR ACKNOWLEDGMENT TO BE RECEIVED AT THE PLACE DESIGNATED FOR THE RECEIPT OF OFFERS PRIOR TO THE HOUR AND DATE SPECIFIED MAY RESULT IN REJECTION OF YOUR OFFER. If by virtue of this amendment your desire to change an offer already submitted, such change may be made by telegram or letter, provided each telegram or letter makes reference to the solicitation and this amendment, and is received prior to the opening hour and date specified.

E. IMPORTANT: Contractor is not, is required to sign this document and return copies to the issuing office.

AMENDMENT OF SOLICITATION/MODIFICATION OF CONTRACT 1. CONTRACT ID CODE

2. AMENDMENT/MODIFICATION NO. 3. EFFECTIVE DATE 4. REQUISITION/PURCHASE REQ. NO. 5. PROJECT NO. (If applicable)

7. ADMINISTERED BY (If other than Item 6) CODE

STANDARD FORM 30 (REV. 10-83)

Prescribed by GSA FAR (48 CFR) 53.243

FACILITY CODE

9A. AMENDMENT OF SOLICITATION

NO.

9B. DATED (SEE ITEM 11)

10A. MODIFICATION OF CONTRACT/ORDER NO.

10B. DATED (SEE ITEM 13)

11. THIS ITEM ONLY APPLIES TO AMENDMENTS OF SOLICITATIONS

The above numbered solicitation is amended as set forth in Item 14. The hour and date specified for receipt of Offers is extended, is not extended.

12. ACCOUNTING AND APPROPRIATION DATA (If required) copies of the amendment; (b) By acknowledging receipt of this amendment on each copy of the offer submitted;

13. THIS ITEM ONLY APPLIES TO MODIFICATION OF CONTRACTS/ORDERS.

IT MODIFIES THE CONTRACT/ORDER NO. AS DESCRIBED IN ITEM 14.

CHECK ONE A. THIS CHANGE ORDER IS ISSUED PURSUANT TO: (Specify authority) THE CHANGES SET FORTH IN ITEM 14 ARE MADE IN THE CONTRACT ORDER NO.

IN ITEM 10A.

B. THE ABOVE NUMBERED CONTRACT/ORDER IS MODIFIED TO REFLECT THE ADMINISTRATIVE CHANGES (such as changes in paying office, appropriation date, etc.) SET FORTH IN ITEM 14, PURSUANT TO THE AUTHORITY OF FAR 43.103(b).

C. THIS SUPPLEMENTAL AGREEMENT IS ENTERED INTO PURSUANT TO AUTHORITY OF:

D. OTHER (Specify type of modification and authority)

Except as provided herein, all terms and conditions of the document referenced in Item 9A or 10A, as heretofore changed, remains unchanged and in full force and effect.

15C. DATE SIGNED

15A. NAME AND TITLE OF SIGNER (Type or print)

16C. DATE SIGNED

16A. NAME AND TITLE OF CONTRACTING OFFICER (Type or print)

14. DESCRIPTION OF AMENDMENT/MODIFICATION (Organized by UCF section headings, including solicitation/contract subject matter where feasible.)

PAGE OF PAGES

6. ISSUED BY CODE

8. NAME AND ADDRESS OF CONTRACTOR (No., street, county, State and ZIP Code) (X)

CODE

15B. CONTRACTOR/OFFEROR

(Signature of person authorized to sign)

16B. UNITED STATES OF AMERICA

(Signature of Contracting Officer)

NSN 7540-01-152-8070

Previous edition unusable

Monique Park

RFP HSFE40-16-R-0002 is hereby amended as follows:

-All RFP revisions are indicated in the color 'RED' -Strikethroughs with 'RED' indicate the items removed -The attached Government's responses to Offeror questions "AFG QA HSFE40-16-R-0002" is hereby incorporated into this solicitation.

-Note: The closing date in which proposals must be received is no later than 12:00pm EST Monday, June 20, 2016.

DHS/FEMA/SUPPORT SERVICES

500 C St. SW 3rd Floor Washington, DC 20472

DHS/FEMA/SUPPORT SERVICES

500 C St. SW 3rd Floor Washington, DC 20472

HSFE40-16-R-0002

1 1

06/02/2016

06/02/2016

6/2/2016 Monique Park

SECTION A - SOLICITATION/CONTRACT FORM

EXECUTIVE SUMMARY

1. This Executive Summary is provided as a synopsis of important and relevant features of this solicitation. If conflict exists between this summary and the provisions of the solicitation, the provisions of the solicitation govern. Offerors are required to submit their proposals in accordance with the following schedule:

Proposal must be received by no later than 12:00pm EST, Monday, June 6 20, 2016.

Proposal must be submitted via email to Monique.Park@fema.dhs.gov , and Carmen.Ragin@fema.dhs.gov .

2. This acquisition is being issued under the authority of the Federal Acquisition Regulation (FAR) part 12, Acquisition of Commercial Items in conjunction with part 15, Contracting by Negotiation, and part 37, Service Contracting.

3. The Government anticipates awarding a firm fixed-price type contract to an 8(a) Offeror as a result of the solicitation.

4. Any Offeror contemplating forming a joint venture in response to this RFP, or any currently existing joint venture, must comply with 13 CFR 124.513 or 13 CFR 124.520.

mailto:Monique.Park@fema.dhs.gov mailto:Carmen.Ragin@fema.dhs.gov

SECTION B - SUPPLIES OR SERVICES AND PRICE/COSTS

B.1 ITEMS TO BE ACQUIRED

The Contractor shall furnish all personnel, facilities, equipment, material, supplies, and services (except as may be expressly set forth in this contract as furnished by the Government) and otherwise do all things necessary to, or incident to, performing and providing the following items of work:

See Section C, Performance Work Statement (PWS)

B.2 TOTAL ESTIMATED COST/PRICES

The period of performance, option periods and total estimated cost/price for each period shall be:

ITEM

NO. DESCRIPTION OF SUPPLIES/SVCS QTY UNIT UNIT PRICE AMOUNT

Labor The Ordering Period shall begin on the effective date of the contract or date of award, whichever is later and end five (5) months after that date. The labor price shall be inclusive of additional surge work required outlined in PWS Sections 4.3.3 and

4.5.2. MONTH $________ $________

Materials/Travel For Incidental Services, Direct Materials necessary to perform requirements outlined in the PWS. Travel shall be paid in accordance with the Federal Travel Regulation rate. Purchase of materials shall be made upon approval of the

COR.

DOLLARS $________ $________

1001 Labor

Period of Performance: 12 months The labor price shall be inclusive of additional surge work required outlined in PWS Sections

4.3.3 and 4.5.2. MONTH $________ $________

Materials/ Travel necessary to perform requirements outlined in the PWS. Travel shall be paid in accordance with the Federal Travel Regulation rate. Purchase of materials shall be made upon approval of the

2001 Labor

The labor price shall be inclusive of additional necessary to perform requirements outlined in the PWS. Travel shall be paid in accordance with the Federal Travel Regulation rate. Purchase of materials shall be made upon approval of the

3001 Labor

The labor price shall be inclusive of additional necessary to perform requirements outlined in the PWS. Travel shall be paid in accordance with the Federal Travel Regulation rate. Purchase of materials shall be made upon approval of the

4001 Labor

The labor price shall be inclusive of additional necessary to perform requirements outlined in the PWS. Travel shall be paid in accordance with the Federal Travel Regulation rate. Purchase of materials shall be made upon approval of the

SECTION C - DESCRIPTION/SPECIFICATIONS

PERFORMANCE WORK STATEMENT (PWS)

TECHNICAL AND ADMINISTRATIVE SUPPORT SERVICES (TASS)

FOR THE ASSISTANCE TO FIREFIGHTERS GRANT (AFG) PROGRAM

1.0 GENERAL

The Department of Homeland Security (DHS)/FEMA, Grants Program Directorate (GPD), Assistance to Firefighters (AFG) Program is responsible for the administration of various grant programs such as the Assistance to Firefighters Grants (AFG), the Fire Prevention and Safety Grants (FP&S), and the Staffing for Adequate Fire and Emergency Response (SAFER) grants technical and administrative support services. Technical and administrative support services are required for the processing, review, and closeout of several thousand competitively awarded grants to fire departments; non-fire based emergency medical service organizations and State, regional and local fire prevention organizations.

This acquisition is being issued under the authority of the Federal Acquisition Regulation (FAR) Part 37 which describes the policy and procedures for procuring services in a performance based contracting environment.

1.1 Background and Introduction

The FY 2015 appropriation for AFG and FP&S programs was a combined level of $680,000,000 for competitive grants awarded directly to fire departments; non-fire based emergency medical service organizations, organization’s that support volunteer firefighters’ issues and State, regional or local fire prevention organizations.

All the grant programs are competitive and administered in an electronic, web-based format.

Due to the volume of interest, it is necessary for the Department of Homeland Security (DHS) to obtain Contractor technical support for the administration of the grants. Since inception of the program in 2001, the program office has received over 262,000 applications and awarded almost 62,000 grants totaling over $6 billion. Currently, the program office has approximately 10,000 open grants and approximately 3,000 grants that are at, or near closeout.

1.2 Scope

The Contractor shall provide support services for the implementation, management, and administration of the various grant programs under its purview (i.e., AFG, FP&S, and SAFER).

Contractor support required includes, but is not limited to, the following: i) technical subject matter expertise to support the AFG helpdesk, ii) administrative tasks associated with grant awards, administration, and closeout, and iii) DHS/FEMA and State technical evaluation panel review support.

In general terms, this PWS is intended to establish support for:

a. Technical support services for reviews, awards, and administration of the various grant programs. The technical support requires expertise in the disciplines of fire, Emergency Management Services (EMS), communications, and grants management.

b. General administrative assistance.

c. Grant closeout process support.

1.3 Objective

The objective of this requirement is to acquire administrative and technical support services necessary to provide a variety of mission critical support services to Assistance to Firefighters Grant (AFG) Program.

1.4 Administrative Standards

1.4.1 Contract Type: The Government contemplates awarding a Firm-Fixed Price contract type as defined under the FAR 16.202.

14.2 Recognized Holidays: The Contractor is not required to perform services on the following recognized holidays.

New Year’s Day Labor Day Martin Luther King Jr.’s Birthday Columbus Day President’s Day Veteran’s Day Memorial Day Thanksgiving Day Independence Day Christmas Day

1.4.3 Hours of Operation: The Contractor shall provide support services, between the hours of 8:00am-5:00 pm Monday thru Friday except Federal holidays or when the Government facility is closed due to local or national emergencies, administrative closings, or similar Government directed facility closings. The Contractor shall ensure services are provided for the uninterrupted performance of all tasks defined within this PWS when the Government facility is not closed for the above reasons. The Contractor shall maintain stability and continuity of services by providing qualified personnel.

1.4.3.1 Helpdesk coverage is during normal business hours (8:00 a.m. to 4:30 p.m.) but may be expanded up to seven days a week for up to 15 hours per day during surge periods. (Generally, there are three (3) surge periods each year for helpdesk coverage that are approximately 33 days in duration)

1.4.4 Place of Performance: The primary place of performance for this requirement shall be at the contractor’s facility, with limited contractor staff (1-2 during non-surge periods, 2-4 during surge periods) located on-site at a government facility located within the Washington, DC metropolitan area.

1.4.5 Security Requirements: Contract personnel performing work under this contract must be able to obtain a suitability clearance (Public Trust – Non-Sensitive) through FEMA’s Security

Office, in order to be permitted access and obtain an identification badge, and must maintain the level of security required for the life of the contract. All Contractor employees must be a US citizen.

1.4.6 Physical Security: If the contractor is assigned to a government facility, the Contractor shall be responsible for safeguarding all Government equipment, information and property provided for Contractor use. At the close of each work period, Government facilities, equipment, and materials shall be secured. Contractor shall also be responsible for storing official grant files in a facility that meets all security standards dictated by FEMA’s Security Office. The highest volume of grant files containing personally identifiable information that would need to be stored at one time is approximately 6,000. The Physical Security Requirement shall not be reimbursed. (Completion Date: Within eight weeks of contract award) See Attachment A for additional requirements.

1.4.7 Contracting Officer’s Representative (COR): The COR will be identified by separate letter. The COR monitors all technical aspects of the contract and assists in contract administration The COR is authorized to perform the following functions: assure that the Contractor performs the technical requirements of the contract; perform inspections necessary in connection with contract performance; maintain written and oral communications with the Contractor concerning technical aspects of the contract; issue written interpretations of technical requirements, including Government drawings, designs, specifications; monitor Contractor's performance and notifies both the CO and Contractor of any deficiencies; coordinate availability of Government furnished property, and provide site entry of Contractor personnel. A letter of designation issued to the COR, a copy of which is sent to the Contractor, states the responsibilities and limitations of the COR, especially with regard to changes in cost or price, estimates or changes in delivery dates. The COR is not authorized to change any of the terms and conditions of the resulting Contract. The CO is the only person with the authority to obligate the government.

1.4.8 Identification of Contractor Employees: All contract personnel attending meetings, answering Government telephones, and working in other situations where their Contractor status is not obvious to third parties are required to identify themselves as such to avoid creating an impression in the minds of members of the public that they are Government officials. They must also ensure that all documents or reports produced by Contractors are suitably marked as Contractor products or that Contractor participation is appropriately disclosed. Contractor personnel will be required to obtain and wear Government issued badges in the performance of this service. The Contractor shall attend any post award conference convened by the COR 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, being experienced. Appropriate action shall be taken to resolve outstanding issues. These meetings shall be at no additional cost to the Government.

1.4.9 Project Management: The Contractor shall provide the required subject matter expertise, project management, and administrative support necessary for the execution of the required tasks identified under section 4.0. Deliverables produced shall be, as appropriate, consolidated, reviewed, and submitted to the COR for review and approval.

The Contractor shall provide a Project Manager and an Alternate Project Manager to work on-off-site at the Government Contractor facility. The Project Manager who shall be responsible for all Contractor work performed under the resulting contract. The Project Manager is further designated as Key by the Government as set forth in the contract clause HSAR 3052.215-70, Key Personnel or Facilities.

See PWS Attachment C for personnel qualifications.

1.4.10 The Project Manager shall be a single point of contact for the CO and the COR. It is anticipated that the Project Manager shall be one of the senior level employees provided by the Contractor for this work effort. The name of the Project Manager, and the name(s) of any alternate(s) who shall act for the Contractor in the absence of the Project Manager, shall be provided to the Government as part of the Contractor's proposal. During any absence of the Project Manager, only one alternate shall have full authority to act for the Contractor on all matters relating to work performed under the resulting contract.

1.4.11 Contractor employees visiting Government facilities must coordinate their visit at least

(24) hours in advance with the COR to obtain appropriate security clearance. Visiting Contractor personnel will be issued a temporary visitor badge which must be worn at all times while on FEMA property. 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.

1.4.12 Contractor employees shall comply with all applicable Government regulations, policies and procedures (e.g., fire, safety, emergency response, sanitation, environmental protection, security, “off limits” areas, wearing of parts of military uniforms, possession of drugs and possession of weapons) when visiting or working at Government facilities. The Contractor personnel shall conform to conduct regulations contained in Subpart C, Part 265, Title 15 of the Code of Federal Regulations.

1.4.13 Intellectual Property/Proprietary Information: The Government has unlimited rights to all intellectual property or proprietary data produced under this contract. All intellectual property and data produced under this contract shall be Government owned and is the property of the Government with all rights and privileges of ownership/copyright belonging exclusively to the Government. This proprietary data may not be used or sold by the Contractor without written permission from the CO. All data supplied to the Government shall be the sole property of the Government and may not be used for any other purpose. This right does not abrogate any other Government rights.

1.4.14 Organizational Conflict of Interest: Contractor and subcontractor personnel performing work under this contract may receive, 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 that may be affected by the OCI.

1.4.15 Material/Travel Approval: The Contractor will be required to submit for pre-approval prior to purchase, any supplies or travel costs that will be incurred during the contract. Any cumulative costs under $3,500 may be approved by the COR. Any cumulative costs over $3,500 must be approved by the CO. Historically, ODC/Material purchases have generally consisted of, but not limited to, general office supplies and IT support/supplies.

Travel have historically consisted of Washington, DC area lodging, local travel reimbursement, meals and incidentals, and car rental. All travel related costs shall be approved at Federal Travel Regulation rate. See section 4.6 regarding travel.

1.4.16 Transition Period(s): In order to minimize any decreases in productivity and to prevent possible negative impacts on the AFG programs, there will be a 30 day transition period.

During the transition period, the Contractor shall become familiar with performance requirements in order to commence full performance of services at the end of the 30 days.

1.5 Performance Objectives, Goals and Outcomes: Contractor shall perform to the standards outlined in this contract PWS. The Contractor shall provide guidance and assistance to ensure all services are provided efficiently and economically, while providing quality products and services meeting customer requirements. The performance measures and metrics utilized under the contract to ensure performance standards are met is summarized in the Performance Requirements Summary (PRS) table, located in the attached Quality Assurance Surveillance Plan (QASP). In accomplishing the performance objectives of this PWS, the contractor shall be responsible for achieving and maintaining the performance standards outlined in the PRS.

2.0 DEFINITIONS and Acronyms

2.1 Definitions

2.1.1 CONTRACTOR: A supplier or vendor having a contract to provide specific supplies or service to the Government. The term used in this contract refers to the prime.

2.1.2 CONTRACTING OFFICER: A person with authority to enter into, administer, and or terminate contracts, and make related determinations and findings on behalf of the Government.

Note: The only individual who can legally bind the Government.

2.1.3 CONTRACTING OFFICER'S REPRESENTATIVE: An employee of the U.S.

Government appointed by the contracting officer to administer the contract. Such appointment shall be in writing and shall state the scope of authority and limitations. This individual has authority to provide technical direction to the Contractor as long as that direction is within the scope of the contract, does not constitute a change, and has no funding implications. This individual does NOT have authority to change the terms and conditions of the contract.

2.1.4 DEFECTIVE SERVICE: A service output that does not meet the standard of performance associated with the Performance Work Statement (PWS).

2.1.5 DELIVERABLE: Anything that can be physically delivered but may include non-physical things such as meeting minutes.

2.1.6 KEY PERSONNEL: Contractor personnel that are evaluated in a source selection process and that may be required to be used in the performance of a contract by the Key Personnel listed in the PWS. When key personnel are used as an evaluation factor in best value procurement, an offer can be rejected if it does not have a firm commitment from the persons that are listed in the proposal. See section 1.4.9 and ATTACHMENT C.

2.1.7 PHYSICAL SECURITY: Actions that prevent the loss or damage of Government property. See ATTACHMENT A.

2.1.8 QUALITY ASSURANCE: The Government procedures to verify that services being performed by the Contractor are performed according to acceptable standards.

2.1.9 QUALITY ASSURANCE SURVEILLANCE PLAN: An organized written document specifying the surveillance methodology to be used for surveillance of Contractor performance.

2.1.10 QUALITY CONTROL: All necessary measures taken by the Contractor to assure that the quality of an end product or service shall meet contract requirements.

2.1.11 SUBCONTRACTOR: One that enters into a contract with a prime Contractor. The Government does not have privity of contract with the subcontractor.

2.1.12 WORK DAY: The number of hours per day the Contractor provides services in accordance with the contract.

2.1.13 WORK WEEK: Is defined as Monday through Friday, unless specified otherwise.

2.1.14 E-GRANTS SYSTEM: The E-Grants system is the electronic grants management system that FEMA uses for application, grants management, and closeout functions for all grant recipients under the Assistance to Firefighters Grant Programs.

2.2. Acronyms:

CFR Code of Federal Regulations CO Contracting Officer

CONUS Continental United States (excludes Alaska and Hawaii) COR Contracting Officer's Technical Representative COTS Commercial off the Shelf FAR Federal Acquisition Regulation OCI Organizational Conflict of Interest OCONUS Outside Continental United States (includes Alaska and Hawaii) ODC Other Direct Costs PIPO Phase In/Phase Out POC Point of Contact PRS Performance Requirements Summary PWS Performance Work Statement QA Quality Assurance QAP Quality Assurance Program QASP Quality Assurance Surveillance Plan QC Quality Control QCP Quality Control Program SME Subject Matter Expert TE Technical Exhibit

3.0 GOVERNMENT FURNISHED ITEMS AND SERVICES:

3.1 Facilities: The Government will provide the necessary workspace for limited Contractor onsite staff to provide the support outlined in the PWS to include desk space, telephones, computers, and other items necessary to maintain an office environment. The Government will provide, or Contractor will have access to, scanners, fax machines, printers, work stations, lighting, computers and phones or any other equipment necessary to perform all objectives outlined in the requirement.

3.2 Equipment: Twenty (20) laptop computers will be provided by the Government for use at the Contractor’s facility upon contract award.

4.0 SPECIFIC TASKS

4.1 Basic Services

The Contractor shall provide support services for the implementation, management, and administration of the various fire grant programs under the Assistance to Firefighters Grant Program. The Contractor shall provide subject matter expertise, administrative and technical support for the programs during development, technical reviews, grant awards, and grants management. The subject matter expertise disciplines shall include fire, Emergency Management Services (EMS), communications, and grants management.

4.2 Contract Management

4.2.1 The tasks for contract management include, but are not limited to the following:

The contractor shall conduct routine, on-going communications with the COR for the duration of the project. This will include participating in regularly schedule meetings (in person or via telephone) to provide updates on work in-progress and discuss issues and steps to resolve them, and other matters that may arise during the period of performance. Monthly progress reports shall be provided to the COR, broken down by task. Appropriate action shall be taken to resolve any outstanding issues. These meetings shall be at no additional cost to the Government.

4.3 Technical Support

The tasks for technical support include, but not limited to the following:

4.3.1 The Contractor shall provide technical subject matter expertise on an ongoing basis to support the Assistance to Firefighters Grant Program. Contractor shall provide the necessary labor to:

4.3.1.1 Answer phone calls, emails, and other correspondence and contacts from applicants and grantees.

4.3.1.2 Analyze progress reports, amendment requests, payment requests, and generally provide advice and counsel to grant program staff and managers as necessary.

4.3.1.3 Provide reports to DHS/FEMA for technical matters on an ad hoc basis; and travel as necessary to various cities within the U.S. to provide technical guidance to potential applicants or grantees on the program or to support DHS at national or regional conferences. In instances such as these, the Contractor supporting DHS shall disclose their Contractor status during any representation. (Completion date: Ongoing throughout contract performance period.)

4.3.2 The Contractor shall provide technical subject matter expertise to DHS/FEMA in the conduct of the technical review of grant applications received as a result of the AFG competitive grant process that are determined to be within the estimated funding range. The Contractor shall support any or all of the grant programs under the purview of the Assistance to Firefighters Grant Program. The subject matter expert must have knowledge of the equipment and operational needs of a fire department. See ATTACHMEN C for Personnel Qualifications. (Completion date: Ongoing throughout contract performance period.)

4.3.3 The Contractor shall provide subject matter expertise support services for the Assistance to Firefighter Grant Program helpdesk. The Contractor support services under this task include providing policy guidance on program priorities and the various expenses that are eligible under the numerous grant programs and fielding phone calls from potential grant applicants to answer questions regarding the grant application process and related issues. The helpdesk support services shall be performed at DHS/FEMA, 400 C Street, S.W., Washington, DC 20472.

Helpdesk coverage is during normal business hours (8:00 a.m. to 4:30 p.m.) but may be expanded up to seven five days a week for up to 15 hours per day during surge periods.

(Generally, there are three (3) surge periods each year that are approximately 33 days in duration for each surge period.) Subject-matter expertise shall include current knowledge and experience in fire-related and/or emergency medical services, as well as knowledge of the equipment and operational needs of a fire department. See ATTACHMEN C for Personnel Qualifications.

Government furnished workstation, computer, and telephone will be provided for individuals staffing the helpdesk. Subject-matter expertise shall be provided for any or all of the various grant programs under the purview of the Assistance to Firefighters Program Office. (Completion date: Ongoing throughout contract performance period.)

4.3.4 The Contractor shall follow a process to receive and respond to requests from applicants regarding the disposition of their application. The process shall include a method for explaining the reason(s) that grant applications were not accepted for panel review. The contractor shall prepare a letter, using an existing government supplied template, to the applicant which provides an explanation supported by the technical evaluation documentation provided. (Completion date: Ongoing throughout contract performance period.)

4.3.5 The Contract shall provide subject matter expertise for the Research and Development grant awards under the Fire Prevention and Safety Grant Program. These SME’s will provide technical guidance to potential applicants or grantees on the program or to support DHS at national or regional conferences. The Contractor shall provide this technical subject matter expertise to DHS/FEMA and States in the conduct of the technical review of grant applications received as a result of the AFG competitive grant process that are determined to be within the estimated funding range. The SME’s will also assist with analyzing progress reports, amendment requests, payment requests, and generally provide advice and counsel to grant program staff and managers as necessary with respect to the Research and Development grants.

The subject matter experts must have knowledge of research methods and designs for clinical and technology focused research grants. See ATTACHMEN C for Personnel Qualifications.

4.4 Administration of Grant Awards

The tasks for administration of grant awards include, but are not limited to the following:

4.4.1 The Contractor shall perform administrative actions associated with the grants such as filing, sorting, data entry, correspondence, and file research, such as assistance in freedom of information requests and other such file research requirements. The Contractor shall contact grant awardees to obtain any necessary information such as mailing addresses, when deemed necessary by DHS/FEMA. Prior to any award action, the Contractor shall provide the grant file to the grants office designated by DHS/FEMA. (Completion date: Ongoing throughout contract performance period.)

4.4.2 Contractor shall perform other administrative functions such as data entry, receipt, control, and processing of Direct Deposit Forms (SF-1199a), and any payment requests (SF-270) that are submitted through the U.S. mail system rather than electronically via FEMA’s automated grant system. (Completion date: Ongoing throughout contract performance period.)

4.4.3 Contractor shall dispose of all documents in a manner and at a time deemed appropriate by DHS/FEMA and applicable Federal regulations. (Completion Date: Ongoing throughout contract performance period.)

4.4.4 The Contractor shall develop a process to control correspondence. The process must include the capability to analyze the incoming correspondence, determine who should respond to the correspondence, generate the response to the incoming letter as appropriate, conduct a quality control review of the outgoing correspondence to assure there are no errors in the communication, and transmit the final product to the appropriate addressee. Contractor shall provide a copy of the correspondence to DHS/FEMA and/or maintain the communications until DHS/FEMA instructs the Contractor to purge the files. (Completion Date: Ongoing throughout contract performance period.)

4.4.5 Contractor shall maintain a process to transport official correspondence and other official documents from the Contractor’s work location back to the Federal facilities and vice versa at least once per week. (Completion date: Ongoing throughout contract performance period.)

4.4.6 Contractor shall maintain a copy of all application changes for each program annually, to assist the government with Paperwork Reduction Act submissions. (Completion date: Annually throughout the contract performance period.)

4.5 Grant Closeout Process Support

The tasks for grant closeout process support included but are not limited to:

4.5.1 Contractor shall maintain a process to transport official grant files and other official documents from the Contractor-supported location back to the Federal facilities and vice versa at least once per day. (Completion date: Ongoing throughout contract performance period.)

4.5.2 Contractor shall provide SMEs to process grant closeouts, programmatically and financially, during surge periods only. The closeout surge periods will be considered only when a closeout module is deployed in the E-Grants system, approximately twice per year for a period of one to two months each. Depending on the closeout module this will encompass 1,000 to 4,000 closeouts. These SMEs shall be required to work on any or all of the various grant programs under the purview of AFG. The contractor shall ensure the accurate calculations, conduct other closeout activities, and send letters of demand to grantees for reimbursement for unallowable costs, as appropriate. (Completion date: Ongoing throughout contract performance period.)

4.6 Technical Evaluation Panel Support

For every competitive grant opportunity announced by the Assistance to Firefighters Program Office a peer review panel is conducted to review the grant applications received. The size of the panel is dependent upon the appropriation level and the number of applicants that are interested in applying. The AFG program typically receives 10,000-12,000 applications per solicitation; the FP&S program receives 1,000 to 2,000 applications; and, the SAFER program also receives 1,500 to 2,500.

The AFG panel has historically spanned one full week with 250 panelists per week. SAFER and FP&S panels are conducted over one week each with as many as 150 panelists per panel.

Panelists are members of the fire service who review and score the applications during the peer review panels. It may be necessary for DHS to conduct as many as three evaluation panels or more; at least one for each of the three separate programs under the purview of the office. The duration of the panels will vary depending on the program. The support of any of these panels requires project oversight; SMEs, travel expediters, data entry staff, quality control staff, and file control staff. The SME disciplines shall include fire, Emergency Medical Services (EMS), communications, and grants management.

The tasks for DHS Technical Evaluation Panel Support are, but not limited to:

4.6.1 The program office will provide a list of potential panelists to the Contractor. Generally, these names will come from national fire service organizations through the program office. The Contractor shall contact the potential panelists and determine their availability to serve as a panelist during the designated timeframe of the panels. (Completion date: Ongoing throughout contract performance period.)

4.6.2 Once a participant has committed, the Contractor shall research and provide appropriate travel arrangements to and from the designated panel facility, on behalf of the panelists for the review period the panelists’ are scheduled, to the government for travel authorization approval.

Contractor shall coordinate all appropriate travel arrangements including ground transportation as necessary between the panelists’ homes and the airport most convenient to the designated panel facility with the government travel system. Panelists will come from all over the United States and the Contractor will arrange flight schedules in order for all the panelists to arrive within relative proximity of each other. This will facilitate the ground transportation. (All travel arrangements shall be made in accordance with FAR 31.205-46, Travel Costs.) (Completion date: Ongoing throughout contract performance period.)

4.6.3 If the review panels are conducted in Government-owned facilities, lodging will be available for Contractor staff at no cost to the Contractor. DHS/FEMA will notify the Contractor if it is necessary for Contractor staff to stay in non-Government-owned lodging. Contractor’s staff will be eligible for the prevailing per diem rate for meals and incidentals during the evaluation period. All Contractor staff staying on the NETC campus will be required to purchase a meal ticket for the duration of the staffs’ stay. The Contractor will be allowed to purchase meal tickets from the on campus cafeteria Contractor in advance of the panel review session.

Contractor shall deduct the cost of prepaid meals from the reimbursed per diem. The COR must approve any off campus lodging. (Completion date: Ongoing throughout contract performance period.)

4.6.4 Contractor shall review and provide to the government for approval, the credentials of any potential panelists that were not nominated to participate in the panel process specifically by one of the national fire service organizations prior to confirming their participation. The Contractor shall provide all confirmed panelists with pertinent information pertaining to the panels, the panelists’ participation in the panels, and the general conduct of the panels. (Completion date:

Ongoing throughout contract performance period.)

4.6.5 Panel review participants shall sign a Conflict of Interest/ Non-Disclosure form (provided by the Government) at the beginning of the panel review process. The participants shall check the applications given to them to review/evaluate to ensure a conflict of interest does not exist for any member/grant applicant prior to the start of the review/evaluation of those applications provided for review/evaluation.

4.6.6 After the panel is completed, Contractor shall provide the panelists with instructions on completing the Federal travel reimbursement forms. The travel reimbursement will be limited to the established rates, less any cost/service that was provided on behalf of the participant such as pre-paid meals and/or other subsistence. (Completion date: Ongoing throughout contract performance period.)

4.6.7 Contractor shall have a process in place whereby any panelist will be able to return home in the event of an emergency. The COR must approve any emergency or unusual expenditures in advance or as soon as possible prior to payment. (Completion date: Ongoing throughout contract performance period.)

4.6.8 If the panel process is conducted at Government-owned/controlled facility, Contractor shall coordinate with DHS/FEMA staff and Federal security personnel to develop a process for providing the participants and Contractor staff access to the campus. This effort shall include providing lists of the panelists and staff to the security office prior to the staffs’ arrival dates, as well as the development and production of appropriate identification that shall allow participants and staff access to the Federal facility and/or the secure area where the reviews are conducted.

The list of staff and participants shall be provided to the security personnel within the required timelines, i.e., at least two weeks in advance of the scheduled arrival. (Completion date:

Ongoing throughout contract performance period.)

4.6.9 If the panel process is conducted at a Government-owned facility, Contractor shall coordinate with facility managers, as necessary, to assure that lodging is available and properly reserved for all panelists and Contractor staff, program office staff, and other Contractor personnel. The list of panelists should be provided to the facilities management at least two weeks in advance of the scheduled arrival. (Completion date: Ongoing throughout contract performance period.)

4.6.10 Regardless of location, Contractor shall perform all facets of the technical evaluation panel activities leading up to, and during, the evaluation process. Such support shall include generating a secure copy of each application to be paneled (hard copy or electronic), the generation of score-sheets for each panelist’s evaluations (hard copy or a secure electronic system), controlling and tracking all applications through the evaluation process, and entering all comments and scoring of each reviewed application into automated grant database after reviews, as necessary.

The Contractor shall also supply all papers, pens, computers, printers, and peripherals necessary for the participants and staff to complete the assigned tasks. In the event that the panel process is conducted at a Government-owned facility such as NETC, the Contractor is allowed to use the Government-owned equipment as necessary. (Completion date: Ongoing throughout contract performance period.)

4.6.11 Contractor shall maintain and secure necessary hard copy files, if necessary, of applications and scoring for a period of time, as directed by DHS/FEMA and shall be responsible for storage, archiving, and disposal of such files as is determined appropriate. (Completion date:

Ongoing throughout contract performance period.)

4.6.12 Contractor shall also provide all necessary staff to facilitate the conduct of all facets of the technical evaluation panels in a manner that provides adequate security, controls, and timely processing of all applications reaching the evaluation phase. (Completion date: Ongoing throughout contract performance period.)

4.6.13 The Contractor shall develop a quality control process to assure that all documentation created throughout the panel review process is complete and that the information on the created documents is accurately reflected in the e-grant system. (Completion date: Ongoing throughout contract performance period.)

4.6.14 The Contractor shall develop a secure electronic process whereby individuals will be able to review pertinent applications. The applications to be reviewed under this process would be Research and Development (R&D) applications under the FP&S program. The secure electronic process shall include a method by which R&D applications can be reviewed by scientific reviewers remotely and the scoring and comments captured. (Completion date: Ongoing throughout contract performance period.)

4.6.15 Contractor shall provide all necessary staff support to facilitate the conduct of all facets of the R&D review process in a manner which provides adequate security, controls, and timely processing of all applications involved in this review. This staff support would include staff to answer questions from the R&D reviewers regarding the Contractor-developed application review process. (Completion date: Ongoing throughout contract performance period.)

4.6.16 Contractor shall transcribe the findings resulting from the R&D review into the official e-grants files. (Completion date: Ongoing throughout contract performance period.)

5.0 DELIVERABLES AND DELIVERY SCHEDULE

5.1 Deliverables and Delivery Schedule. Table 1 below identifies the deliverables to be produced for this requirement.

All instruments, processes, documents, reports, studies or other tools and deliverables developed under this contract shall be the sole property of DHS/FEMA and shall not be used by the Contractor for any other purposes. As such, these materials may be used by DHS/FEMA and, upon DHS/FEMA direction, its contractors, for future activities and program initiatives.

The Contractor shall provide quality, error-free deliverables in accordance with agency style and correspondence guidelines. Written documents shall be concise and clearly written. The contractor shall ensure the accuracy, functionality, completeness, professional quality, and overall compliance with Government guidelines / requirements of the deliverables.

All project-related information or documentation, with no exceptions, shall be treated as confidentially and as proprietary information, during and after the completion of work under this contract.

5.1.1 Schedule of Deliverables

Table 1

Objective Task Deliverable Description Due Date Due To

4.2 Contract

Management

4.2.1

Contractor shall provide description of tasks performance to support the Assistance to Firefighters Program for the implementation, management, & administration of various grant programs under its preview purview

Due within Assistance to Firefighter’s Program Office scheduled deadlines

COR

4.2 Contract

Management

4.2.1

Monthly Progress Reports:

The report will include status of support performed and description of actions and action status. The report will also contain status of on-going and long-term projects; projects pending review and approvals.

Within 5 business days of end of month

COR

4.3 Technical

Support

4.3.1- 4.3.3

Contractor shall provide support services for the Assistance to Firefighters Program for the implementation, management, & administration of various grant programs under its preview purview

Due within Assistance to Firefighters Program Office scheduled deadlines

COR

4.3 Technical

Support 4.3.4 Application Review Process Within 6 weeks of assignment

COR

4.4 Administration

of Grant Awards

4.4.1- 4.4.6

Contractor shall provide support services for the Assistance to Firefighters Program for the implementation, management, & administration of various grant programs under its preview purview

Due to the COR within Assistance to Firefighters Program Office scheduled deadlines

COR

4.4 Administration

of Grant Awards

4.4.4 Correspondence Control

Processing

Due within Assistance to Firefighters Program Office scheduled deadlines

COR

4.5 Grant

Closeout Process Support

4.5.1- 4.5.2

Contractor shall provide support services for the Assistance to Firefighters Program for the implementation, management, & administration of various grant programs under its preview purview

Due to the COR within Assistance to Firefighters Program Office scheduled deadlines

COR

4.5 Grant

Closeout Process Support

4.5.1 DHS Approved Secure Storage

Area

Within 8 weeks of assignment

Contracting Officer

Objective Task Deliverable Description Due Date Due To

4.6 DHS

Technical Evaluation Panel Support

4.6.1- 4.6.16

Contractor shall provide support services for the Assistance to Firefighters Program for the implementation, management, & administration of various grant programs under its preview purview

Due to the COR within Assistance to Firefighters Program Office scheduled deadlines

COR

4.6 DHS

Technical Evaluation Panel Support

4.6.10 Evaluation Data Capture Process Within 6 weeks of

assignment

COR

4.6 DHS

Technical Evaluation Panel Support

4.6.13 Quality Control Process Within 6 weeks of

assignment

COR

4.6 DHS

Technical Evaluation Panel Support

4.6.14 Application Review Process Within 6 weeks of

assignment

COR

ATTACHMENT A

PHYSICAL SECURITY REQUIREMENTS:

1. LOCKED FILE CABINETS: All files containing personally identifiable information must be kept in locked file cabinets while not being used. Files cabinets should be located in a locked room, as described below. The highest volume of grant files containing personally identifiable information that would need to be stored at one time is approximately 6,000.

2. DOORS AND DOOR LOCKS: Doors are of 45 mm (1-3/4 in.) hardwood or hollow steel construction. Dutch or half doors are unacceptable. Removable hinge pins on door exteriors must be retained with set pins or spot welded, preventing their removal. All doors must be fitted with two lock sets. Doors with glass panes must have one lock set, key operated from the interior of the protected area. If a door is not set in a steel frame, one of the two locks must be a jimmy proof rim dead lock. Doors set in steel frames must be fitted with a mortise lock with a deadlock pin feature. One lock (the day lock) must be automatically locking on door closure; requiring reentry to the room with key or lock combination and allowing egress from the room by use of an inside thumb latch. The day lock on the main door must be automatically locking, with a minimum 19 mm (3/4 in.)

dead bolt and inside thumb latch. Combinations or keys to day locks will be restricted to authorized personnel and combinations changed immediately on the termination or reassignment of an employee. Medeco ™ high security locking device is recommended.

1. DOORS AND DOOR LOCKS: Doors are of 45 mm (1-3/4 in.)…