Mitigation_PTS_Risk_MAP_CERC_MT-1_SOO_06_28_13_v2_(2).doc

FEDERAL EMERGENCY MANAGEMENT AGENCY (FEMA)

FEDERAL INSURANCE AND MITIGATION ADMINISTRATION (FIMA)

Risk Mapping, Assessment, and Planning (Risk MAP), Hazard Mitigation Technical Assistance Program (HMTAP), and Technical Assistance and Research Contracts (TARC)

DRAFT STATEMENT OF PROGRAM OBJECTIVES

Production and Technical Services (PTS) I.

DESCRIPTION AND PURPOSE:

As part of the Department of Homeland Security (DHS), FEMA has operated the Risk MAP Program since 2009. Through collaboration with federal, state, local, tribal, and private entities, Risk MAP delivers quality data that increases public awareness and leads to actions that reduce risk to life and property.

In addition, FEMA operates HMTAP under the authorities of the Robert T. Stafford Disaster Relief and Emergency Assistance Act, as amended, PL 93-299 and the National Flood Insurance Act of 1968. Assistance is provided to aid headquarters, its regional counterparts, and field offices to meet post-disaster mitigation responsibilities.

FEMA also operates TARC to bring together engineers, architects, design professionals, natural hazard experts and the building science community to conduct studies and activities focused on flood, wind, hurricane, tornado and other hazard mitigation, building codes and standards, technical assessments, rapid post-disaster building performance studies and analysis to create nationally applicable FEMA publications, tools, training and education for use by emergency managers and the building community, across the nation.

FEMA seeks to continue to leverage the successes of Risk MAP, HMTAP, TARC and its predecessor programs to further enhance the usability and value of natural hazard risk information, leading to communities taking mitigative actions to increase resilience and reduce risk to life and property. Risk MAP combines flood hazard mapping, risk assessment tools and Hazard Mitigation Planning into one program. This integrated program encourages beneficial partnerships and innovative uses of flood hazard and risk assessment data in order to build more resilient communities. While flooding is the primary focus of Risk MAP, FEMA actively encourages a Whole-Community approach, and is focused on increasing resilience and reducing the risk to life and property from all natural and man-made hazards. HMTAP and TARC are focused on all-hazard mitigation. TARC helps to fulfill the FEMA, FIMA and National Disaster Recovery Framework (NDRF) missions to research, develop and encourage ways to build back safer and stronger and this includes filling gaps in knowledge and applying technology transfer so the nation’s building codes standards are strengthened over time and result in more resilient communities. Risk MAP, HMTAP and TARC will require the continuous review of existing processes and tools since the environmental, technological, and political environments continue to evolve.

The purpose of this Draft Statement of Program Objectives is to obtain follow-on contract support which will replace the current suite of PTS contracts which expire in March of 2014, September of 2014, and May of 2015 for Risk MAP, HMTAP, and TARC respectively. These contracts will cover Headquarters Standard Operations support as well as National and Regional Indefinite Delivery Indefinite Quantity production and technical services. In addition, FEMA is seeking to promote integration, innovation, and efficiencies, and therefore has included the production and technical services portions of the HMTAP and TARC programs into this document. This suite of services will be referred to as Production and Technical Services throughout this and other documents. Specific Statements of Objectives are outlined below by scope (e.g. CERC).

Purpose of this Statement of Program Objectives is to improve the FEMA Risk MAP, HMTAP, and TARC program’s responsiveness to its stakeholders, increase our effectiveness at community engagement and risk communications in order to raise risk awareness and lead to citizens and communities taking mitigation actions, respond effectively to natural disasters and provide mitigation support in a response and recovery environment, effectively and efficiently deliver quality regulatory and non-regulatory risk identification and risk assessment data, and provide efficient process administration. The successful offerors will be expected to propose and develop strategies to improve program performance and cut program costs.

This document details elements of scope that are considered “Engineering” (subject to FAR part 36.6), “Incidental to Engineering” (subject to FAR part 36.6), and “non-Engineering” (not subject to FAR Part 36.6). All “Engineering” and “Incidental to Engineering” tasks for Risk MAP, HMTAP, and TARC are included in Section V below. The “non-Engineering” tasks for Risk MAP are included in Sections IV and VI. The “non-Engineering” tasks of HMTAP and TARC are included in Section VII.

II.

BACKGROUND:

Risk MAP, HMTAP, and TARC are mature, high-performing, and operational programs. Information on these programs can be found on FEMA’s website (http://www.fema.gov).

III.

OBJECTIVES, ASSUMPTIONS, AND CONSTRAINTS FOR ALL SERVICES

While Architect/Engineer Production and Technical Services for Mitigation (A&E), Community Engagement and Risk Communications (CERC), and MT-1 Processing (Letters of Map Change, such as Letters of Map Amendments (LOMAs) and Letters of Map Revision-Fill (LOMR-F) that utilize FEMA’s MT-1 form) will each have separate contract(s) and specific Statement of Objectives (SOOs), the success or failure of Risk MAP, HMTAP, and TARC will hinge on the interaction and cooperation of all contractors working as a team to ensure the smooth, seamless flow of information to all internal and external stakeholders and partners. FEMA must have a comprehensive, coordinated approach to delivering products and services to customers at all levels. A failure by a single contractor at any level may lead to program failure. It is the responsibility of all contractors to participate as team members with all other contractors.

To this end, FEMA has established Universal Objectives for all elements of the PTS contracts. Additionally, there are Overarching Assumptions and Constraints that apply to all contractors.

Universal Objective A: Develop flexible, tailored, rapid, and innovative methods for providing regional support. Regional support must be flexible enough to be tailored to the specific needs of the region, including but not limited to: physical location, experience with Risk MAP, HMTAP, TARC, and other mitigation programs, number of personnel, familiarity with the natural hazards and risks faced by these regions, etc.

Universal Objective B: Provide a high level of cooperation and integration across PTS and other FIMA contractors, ensuring continuous focus on program performance, not individual goals and objectives. Offer subject matter expertise as required (e.g. business requirements, training development, authors, committees, etc.)

Universal Objective C: Implement program management practices (risk management, quality management, performance management, etc.) that enable reliable and efficient operations, support of FIMA Governance structures, and forward-thinking innovation throughout the Risk MAP, HMTAP, and TARC programs. Leverage current and emerging technology, such as the FEMA GeoPortal, eGov delivery, and others to widely disseminate risk information in an open format, and ensure that Risk MAP has a strong web presence.

Universal Objective D: Assist with the design, implementation, communication, and/or management of new and revised processes and procedures resulting from the Biggert-Waters National Flood Insurance Program Reform Act of 2012 (also known as “BW-12”), Presidential Policy Directive-8 (PPD-8), Presidential Policy Directive-11 (PPD-11), National Mitigation Framework (NMF), NDRF, and other statutory and regulatory changes impacting Risk MAP, HMTAP, and TARC. Promote integration with other Risk Analysis, Risk Reduction, FIMA, FEMA, DHS, and Other Federal Agencies (OFAs) programs.

Universal Objective E: Provide support for rapid disaster response and recovery as requested by the government. Incorporate data that is created from post-disaster situations into Risk Analysis and Risk Reduction programs.

Overarching Assumptions and Constraints:

· Offeror’s proposed solutions must comply with all statutes and demonstrate working knowledge of applicable regulations, policies, guidelines, and specifications that affect the NFIP, FIMA, FEMA, and DHS.

· Offeror’s proposed solutions must demonstrate innovation, flexibility, nationally recognized subject matter expertise and increasing efficiencies while delivering increased effectiveness given the government’s continuing resource constraints.

· The Cooperating Technical Partner (CTP) program will continue to be enhanced to involve all aspects of Risk MAP with capable partners.

· Offeror’s proposed solutions must include a transition plan describing how continuity of services will be maintained (e.g., Letter of Map Change products, community engagement support, regional support, program oversight, consensus codes, standards, etc.)

· Offerors will submit an Organizational Conflict of Interest (OCI) Mitigation Plan to comprehensively address potential OCI issues.

· Individual Task Order Request for Quote (RFQ), both at the regional and national level, may offer more specific objectives or priorities.

IV.

COMMUNITY ENGAGEMENT AND RISK COMMUNICATIONS OBJECTIVES AND CONSTRAINTS

Objective 1 – Assist FEMA to Develop, Maintain and Strengthen Mutually Beneficial Partnerships: Assist the program office to strengthen beneficial partnerships with a wide range of entities, including FEMA regional offices, other FEMA divisions and directorates, federal, state, tribal, local agencies, CTP, PM, Customer and Data Services (CDS), A&E, MT-1 contractors, and other stakeholders in order to further understanding of flood risk and other hazard information and further Risk MAP’s goals.

· Support the continued development of CTPs and other partners to deliver Risk MAP.

· Align Risk MAP activities with the functions of state and other federal agencies to maximize efficiency and effectiveness of risk identification and reduction efforts.

· Support FEMA in coordinating with non-governmental organizations including, but not limited to, engagements such as Association of State Floodplain Managers (ASFPM), and the National Association of Flood and Stormwater Management Agencies (NAFSMA), operating partners, etc.

Objective 2 – Design and Implement Community Engagement at the National and Regional Level, Including Performing Discovery, Resilience, Flood Risk Review, and Community Coordination Officer (CCO) Meetings:

· At the direction of regional offices, design and implement community engagement strategies, tools, and templates for communities in the Risk MAP process, including but not limited to preparing for and conducting Discovery, Resilience, Flood Risk Review, and CCO (Flood Risk Open House) meetings.

· Assist Regions and the PM contractor, as requested, to do annual and multi-year planning and annual reporting.

· Deliver data, as needed, to A&E contractor(s) for input into Coordinated Needs Management System (CNMS).

Objective 3 –Deliver Effective Risk Communications to Increase Awareness and Achieve Mitigation Actions: BW-12 further codified FEMA’s mission to not only provide risk identification and assessment information, but place more emphasis on risk communications. With this renewed focus, FEMA seeks to promote the use of Risk MAP products and services throughout the Risk MAP lifecycle at the local level to increase public awareness of risk, promote ownership of risk data, and achieve measured mitigative actions to reduce risk.

· Assist HQ and the PM Contractor with the development and delivery of national outreach strategy, including focus on coastal, levee, and other key program issues, by providing strategies, websites, and materials.

· Prepare special and controlled correspondence, and provide support to FEMA Map Information Exchange (FMIX).

· Educate local communities on the value of risk data and explain opportunities for integration and use.

· Assist FEMA with development and promotion of incentives to encourage use of Risk MAP products at the local level.

· Develop additional options to measure successful use of Risk MAP products for loss reduction.

Objective 4 – Provide Mitigation Planning and Risk MAP Production Support Services: Provide management support to the national and regional offices and PM Contractor.

· Provide Mitigation Planning Technical Assistance, plan reviews, and provide training to stakeholders preparing Mitigation Plans and support to FEMA Planning staff.

· Leverage existing datasets and other means of monitoring Risk MAP production to evaluate performance and impacts to aspects including, but not limited to: geospatial data coordination; floodplain boundary standard and data capture standards compliance documents; New Validated Updated Engineering (NVUE); the Project, Planning and Purchase Portal (P4) system; and the Mapping Information Platform (MIP).

V.

PRODUCTION AND TECHNICAL SERVICES (A&E) OBJECTIVES AND CONSTRAINTS:

Objective 1 – Produce Regulatory and Non-Regulatory Risk MAP Products: Produce effectual, flexible and sustainable Risk MAP products that are aligned with user needs using innovative production processes.

· Evolve / innovate the Digital Flood Insurance Rate Map (DFIRM) production process to leverage advances in technology. Deliver large-scale approximate flood data in an automated, cost-effective, sustainable method.

· Develop Risk MAP products that reflect the level of sophistication and types of risk within each community studied.

· Create, refine, and produce innovative Risk MAP products that will incorporate a variety of risk data, including current and future conditions.

· Produce the full range of Risk MAP engineering elements in riverine and coastal environments, including but not limited to: hydrology, hydraulics, survey, elevation data, base map acquisition, floodplain mapping, DFIRM database generation, preliminary and final map products, flood insurance studies, appeals support, and risk assessments.

· Participate in community meetings as requested including, but not limited to, the flood risk review and CCO meetings.

· Administer due process, including generation of all correspondence, review of Technical Study Data Notebooks (TSDNs), Flood Elevation Determination Docket (FEDD) files, NFIP adoption and compliance, etc. for all Risk MAP Regulatory products (including MT-2s – Letters of Map Revision processed using the FEMA’s MT-2 forms), and ensuring compliance with all statutes, regulations, policies and procedures.

· Ensure all required information and files are delivered to the CDS contractor in a timely manner. Coordinate with CTPs legacy PTS contractor(s), as required.

· Develop and implement processes and procedures to achieve measurable efficiencies in each year of the contract.

· Maintain the CNMS database to identify flood hazard data needs and enable a life cycle prioritization approach to maintain the nation’s flood maps. Incorporate data from CERC contractor, as needed.

· Ensure all deliverables adhere to Offeror’s Quality Management Plans, and that all data and monthly progress will be uploaded to the MIP.

Objective 2 – Provide Technical Support to FEMA, CTPs, and other Risk MAP Program Stakeholders: Provide Subject Matter Expert support to internal and external stakeholders on programmatic issues.

· Provide Subject Matter Expert (SME) support to internal and external stakeholders on complex technical Risk MAP issues such as levees, coastal, Geographic Information System (GIS) data, dam safety, and risk assessments, including any development or revisions to FEMA’s Guidelines and Standards or policy analysis for Risk MAP. Some support may be provided in HQ or regional offices. If on-site support is requested, government furnished equipment will be provided.

· The contractor’s map production tools will meet FEMA’s data, technology, and engineering standards, be sustainable as those standards change, and deliver data that can be incorporated into other GIS systems without the use of proprietary software.

· Provide SME support to CERC, MT-1, PM, and CDS contractors as needed for correspondence, FMIX support, business requirements development, National Flood Hazard Layer (NFHL), etc.

· Perform Quality Assurance on CTP generated Risk MAP products, coordinating with legacy PTS contractor(s) and CTPs as needed.

· Actively participate in FEMA’s Quality Working Group, by updating policies and procedures to ensure quality throughout the Risk MAP Program.

Objective 3 – Produce MT-2s in a Cost-Efficient Manner

· Provide end-to-end processing and management of all MT-2 submissions, including hard copies and digital submissions. Similar to regional projects provide appeals support as needed. Coordinate with the CDS contractor to ensure timely handoffs from the Letter of Map Change (LOMC) Clearinghouse, coordination with the FEMA Map Information Exchange (FMIX), and the publishing of data into the NFHL. Coordinate with the MT-1 contractor as needed.

· Provide oversight, coordination, training, guidance, and project management support to Letter of Map Revision (LOMR) Delegation partners. Audit a portion of projects to ensure compliance and recommendations for corrective action.

Objective 4 – Provide Production and Technical Services for FEMA’s Risk Reduction and Hazard Mitigation Assistance (HMA) Missions

· Provide production and technical services related to FEMA’s Risk Reduction and HMA missions including, but not limited to, engineering studies, evaluation/design/mitigation of electrical systems, transportation systems, water systems, and various other engineered structure/systems.

· Provide engineering support and technical assistance for catastrophic events and rapid response activities as they relate to FEMA’s Risk Reduction mission including, but not limited to, time sensitive tasks such as the collection of perishable data and analysis of damages and impacts resulting from natural and manmade hazards to residential, commercial, government structures and infrastructure.

· See Section VII below for information on HMTAP/TARC elements that are not included in this draft statement of program objectives.

Objective 5 – Provide Technical Services, Assistance, and Research Services

· Provide production and technical services utilizing nationally recognized subject matter expertise, including, but not limited to, assistance and technical services, conducting building science statistical and forensic analysis, research and problem-focused studies, assessment and modeling; tool development and maintenance; studies and reports of building performance, building codes and standards monitoring, technical assistance and adoption tracking services; providing technical assistance in areas of natural and manmade hazard mitigation, and providing program management and building science report, technology transfer, and dissemination assistance.

VI.

MT-1 PROCESSING OBJECTIVES AND CONSTRAINTS:

Objective 1 – Produce MT-1s in a Cost-Efficient Manner

· Provide end-to-end processing and management of all MT-1 submissions, including hard copies, digital submission, mass Letter of Map Amendments (LOMAs), and Letters of Determination Review (LODRs). Coordinate with the CDS contractor to ensure timely handoffs from the LOMC Clearinghouse, coordination with the FEMA Map Information Exchange (FMIX), and the publishing of data into the NFHL.

· Achieve a marked reduction in the unit cost of processing MT-1s in each year of the contract, as well as finding a way to eliminate paper submissions.

· Support the continued growth and utilization of online MT-1 tools (e.g. eLOMA). Provide audits and training as needed.

VII.

NON-PTS/NON-A&E ELEMENTS OF HMTAP/TARC: The scope outside of PTS (A&E) is included below for clarity.

· Provide assistance to the HMA grant programs including, but not limited to, assistance to FEMA, states, tribes, and local communities; research and data collection for guidance consideration; review HMA grant applications; feasibility review; review of benefit cost analysis; review environmental and historic preservation compliance; and help line assistance.

· Prepare all necessary components of environmental assessments, biological assessments or environmental impact statements including, but not limited to, historic preservation reviews and assessments of historical structures, conduct surveys and assessments regarding determining existence of and potential impact to threatened or endangered species; water quality, wetlands delineation, sole or principal drinking aquifers, prime farmlands, and other ecologically significant/geographically unique areas surveys/assessments; and conduct social science assessments in accordance with the National Environmental Policy Act (NEPA).

· Conduct post-event assessments to identify mitigation opportunities including, but not limited to, conducting post-event analysis of damages and damage trends as well as identifying best practices and performing losses avoided studies consistent with methodologies developed by FEMA.

VIII.

DELIVERABLES FOR ALL CONTRACT TYPES:

All deliverables under the prospective contracts in the form of documents will be submitted electronically, with a copy sent to the Contracting Officer and the Contracting Officer’s Representative. Documentary deliverables include, but not necessarily limited to:

· Transition Plan

· Program Management Plan

· Quality Management Plan

· Risk Management Plan

· Integrated Baseline Review Materials

· Monthly Earned Value Data Reports

· Monthly Contract Status Reports