SOW_11-18-16_(002).pdf

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 FY17 hiring goals there is a minimum target of 2000 reservist, the program will need to secure commercial training space to train up to 300 reservists after the first recruitment event. We expect that we will need to conduct two week training and we will use as many as 25 subject matter specialists/support staff who will be supporting the onboarding of up to 300 reservists. Due to the size of each class, available Federal facility space is not adequate.

Training of up to 300 reservists at each session will require a significant increase in classroom capacity and support resources.

II. Scope of Work

The government requires facility space to conduct FY2017 Reservist Onboarding training session during three (3) two-week training sessions: November 28, 2016, through December 8th 2016;

January 23, 2017, through February 2, 2017; and February 6, 2017, through February 16, 2017.

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.

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 20 mile radius of a Washington, DC Airport, which includes Reagan, Dulles, and BWI;

OCCHCO Reservist Onboarding Training 11/1/2017

ii) Venue will be located in Virginia, Maryland, or DC;

iii) Lodging for up to 300 reservists and 25 support staff for the dates identified in task

A;

iv) Shuttle transportation to-and-from the airport;

v) Training room/conference space with two (2) to four (4) TV/Screens/Displays and

A/V to conduct the FY2016 Reservist Onboarding Training;

vi) AV Equipment Required: four (4) 60’’ LCD Monitors, Handheld/Wireless microphone, Channel Mixer, Computer Audio, Computer Projection;

vii) Securable breakout rooms or other workable space within the immediate proximity of the conference space to support of the FY2017 Security and Badging process

viii) Internet connectivity to support up to 300 government owned laptops.

ix) Three meals: breakfast and standard buffet for lunch/dinner for up to 300 reservists and up to 25 support staff (to be inclusive of variety of dietary restrictions, including vegetarian options) and beverages during training breaks.

x) The Government reserves the right to reduce room block up to 2 days after event begins without penalty and will only be charged for rooms actually occupied.

III. Tasks

A. Tasks associated with the lodging and meals:

Task A-1 Lodging: FEMA’s training sessions will be held in the following weeks: November 28 through December 8, 2016; January 23 through February 2, 2017; and February 6 through February 16, 2017. During each two-week session, contractor shall provide lodging for up to 300 reservists and up to 25 support staff. Lodging for the majority of the occupants will commence on a Sunday with a late checkout on a Friday, 12 days after checking in. However, up to six (6) support staff, who make up the Advanced Information Technology Team, will arrive four (4) days in advance of the start of the training sessions. The Advance Information Technology Team will need lodging and access to the available meeting spaces.

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 for lodging shall be made by OCCHCO support staff within 4 days of the event. Lodging must be at or below the per diem/government rate http://www.gsa.gov/portal/content/101518. (Completion date: Ongoing throughout contract performance period.)

Task A-2 Meals: Contractor will provide three meals per day for up to 300 reservists and up to 25 staff members, including weekends, except where it is noted otherwise (see charts below). The meals will be provided to up to 6 support staff members arriving in advance as part of the Advance Information Technology Team starting on November 25, 2016, and January 20, 2016. The meals will be provided to all reservists and staff members on the following dates:

(1) First session: Starting on the morning of November 28, 2016, and ending on the morning of December 9, 2016;

(2) Second session: starting on the morning of January 19, 2017, and ending on the morning of February 3, 2017; and http://www.gsa.gov/portal/content/101518

(3) Third session: starting on the morning of February 6, 2017, and ending on the morning of February 17, 2017.

Meals should be inclusive of a variety of dietary restrictions, including vegetarian options. 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 reservists and up to 25 Support staff)

Task A-3 Shuttle: Contractor must provide shuttle service to transport 300 reservists between the local servicing airport and the hotel. Contractor must enhance any existing shuttle service during the surge of arrivals between 12:00PM and 6:00PM on Sunday afternoon and the surge of departures on Friday, between 10:00AM and 4:00PM for the each training session. (Completion date: Ongoing throughout contract performance period.)

B. Tasks associated with conference space Task B-1 Conference Room: Contractor must provide one large conference room with approximately 20,000 square feet of space. The room will accommodate up to 300 reservists in a classroom or lecture setting with rectangular tables that will comfortably fit 3-4 chairs per table.

The table/chair arrangement must have access to power outlets for up to 325 laptops. The room shall also have a podium with microphone and handheld/wireless microphone, two (2) to four (4) TV/screen/Displays, four (4) 60’’ LCD Monitors, Channel Mixer, computer audio and computer projection. (Completion date: Ongoing throughout contract performance period.)

Task B-2 Breakout Rooms: Contractor must provide at least four additional breakout rooms (approx. 400 to 500 square feet) for security badging, support team/instructors, and command center. Each breakout room will be set up with five (5) 5-foot tables and workstations. All rooms should be within as close a proximity to each other as possible.

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 five (5) 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 4 days in advance for setup and breakdown of each event. (Completion date: Ongoing throughout contract performance period.)

Task B-4 Internet Connectivity: FEMA requires internet connectivity for up to 325 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 could be used and must be capable of handling uploads/downloads of up to 325 users. (Completion date: Ongoing throughout contract performance period.)

http://www.gsa.gov/portal/content/101518

Training Session I:

Date Day Approximate Number of

Lodging Rooms

Comments

Nov 24, 2016 Thursday 6 Conference Room Set Up and Technical Set Up / No Meals

Nov 25, 2016 Friday 6 Conference Room Set Up and Technical Set Up/ 3 Meals Required for up to 6 people only

Nov 26, 2016 Saturday 6 Conference Room Set Up and Technical Set Up / 3 Meals Required for up to 6 people only

Nov 27, 2016 Sunday 325 Student check-in on first day of Conference / 3 Meals for up to 6 people only

Nov 28, 2016 Monday 325 Training Day / 3 Meals Required Nov 29, 2016 Tuesday 325 Training Day / 3 Meals Required Nov 30, 2016 Wednesday 325 Training Day / 3 Meals Required Dec 1, 2016 Thursday 325 Training Day / 3 Meals Required Dec 2, 2016 Friday 325 Training Day / 3 Meals Required Dec 3, 2016 Saturday 325 No Training / 3 Meals Required Dec 4, 2016 Sunday 325 No Training / 3 Meals Required Dec 5, 2016 Monday 325 Training Day / 3 Meals Required Dec 6, 2016 Tuesday 325 Training Day / 3 Meals Required Dec 7, 2016 Wednesday 325 Training Day / 3 Meals Required Dec 8, 2016 Thursday 325 Training Day / 3 Meals Required Dec 9, 2016 Friday 325 No Training/ Breakfast Meal only

Training Session II:

Date Day Approximate Number of

Lodging

Jan 19, 2017 Thursday 6 Conference Room Set Up and Technical Set Up / No Meals

Jan 20, 2017 Friday 6 Conference Room Set Up and Technical Set Up / 3 Meals Required for up to 6 people only

Jan 21, 2017 Saturday 6 Conference Room Set Up and Technical Set Up / 3 Meals Required for up to 6 people only

Training Session III:

Jan 22, 2017 Sunday 325 Student and Support Check in / 3 Meals Required for up to 6 people only

Jan 23, 2017 Monday 325 Training Day / 3 Meals Required Jan 24, 2017 Tuesday 325 Training Day / 3 Meals Required Jan 25, 2017 Wednesday 325 Training Day / 3 Meals Required Jan 26, 2017 Thursday 325 Training Day / 3 Meals Required Jan 27, 2017 Friday 325 Training Day / 3 Meals Required Jan 28, 2017 Saturday 325 No Training / 3 Meals Required Jan 29, 2017 Sunday 325 No Training / 3 Meals Required Jan 30, 2017 Monday 325 Training Day / 3 Meals Required Jan 31, 2017 Tuesday 325 Training Day / 3 Meals Required Feb 1, 2017 Wednesday 325 Training Day / 3 Meals Required Feb 2, 2017 Thursday 325 Training Day / 3 Meals Required Feb 3, 2017 Friday 325 No Training / Breakfast Meal only

Date Day Approximate Number of

Lodging

Feb 5, 2017 Sunday 325 Student and Support Check in / No Meals

Feb 6, 2017 Monday 325 Training day / 3 Meals Required Feb 7, 2017 Tuesday 325 Training day / 3 Meals Required Feb 8, 2017 Wednesday 325 Training day / 3 Meals Required Feb 9, 2017 Thursday 325 Training day / 3 Meals Required Feb 10, 2017 Friday 325 Training day / 3 Meals Required Feb 11, 2017 Saturday 325 No Training/ 3 Meals Required Feb 12, 2017 Sunday 325 No Training/ 3 Meals Required Feb 13, 2017 Monday 325 Training day / 3 Meals Required Feb 14, 2017 Tuesday 325 Training Day/ 3 Meals Required Feb 15, 2017 Wednesday 325 Training Day/ 3 Meals Required Feb 16, 2017 Thursday 325 No training/ 3 Meals required Feb 17, 2017 Friday 325 No Training/ Breakfast Meal Only