PowerPoint_Presentation_.pptx

Mass Care and Emergency Assistance Industry Day Conference May 1, 2015

U.S. Department of Homeland Security Federal Emergency Management Agency (FEMA)

Good Morning and Welcome!

Please place all cell phones on vibrate at this time.

All question forms will be collected prior to the Vendor Networking Sessions.

All responses to submitted questions, as well as the names of companies participating in this event will be posted on the FBO.gov website.

Hosted by the Industry Liaison Program FEMA-Industry@fema.dhs.gov 202.646.1895

AGENDA

Contract Specialist

Office of Regional and Field Coordination

10:00 a.m. – 10:30 a.m. Steady State and Operational Overview and Requirements Mr. Douglas Owens, FEMA Program Manager

2:00 p.m. – 2:30 p.m. Wrap-Up and Closing Remarks Ms. Lashawn Smith, FEMA Contracting Officer

Mass Care Industry Day Overview

Introduction The objective of the Mass Care Contract Industry Day is to educate the government contracting community on upcoming and proposed acquisitions from FEMA’s Individual Assistance Branch.

It provides a forum for potential offerors to gain knowledge and insights for a successful proposal. It accomplishes this objective by providing comprehensive information/presentations from the requiring office for the purpose of communicating directly with the industry about their requirements.

Important Information Audio/ Video Recording of this Industry Day is not permitted.

The information provided to date is notional, and reflects current Government intentions of how FEMA’s acquisitions should be carried out. This is subject to change based on a variety of circumstances, including input from industry.

Remarks today from Government Officials should not be considered a guarantee of the Government’s course of action for obtaining vendor services or products.

Attending the FEMA Mass Care Industry Day does not guarantee a contract award.

Important Information

A solicitation is the only document that is relied upon in determining the Government’s requirements. If there is a solicitation issued for the Mass Care requirement, it will be posted on the FBO.gov website.

You may submit questions after this event to: Amanda Morgan at Amanda.Morgan@associates.fema.dhs.gov and LaShawn Smith at Lashawn.Smith@fema.dhs.gov . Please list your name, your company’s name, and identify the relevant line of business.

Your engagement with FEMA personnel will not be confidential and any information you submit is subject to disclosure.

Opening Remarks Mr. Mark Millican Acting Director Individual Assistance Division Federal Emergency Management Agency

FEMA’s Mission is to support our citizens and first responders to ensure that as a nation we work together to build, sustain, and improve our capability to prepare for, protect against, respond to, recover from, and mitigate all hazards.

2014-2018 FEMA Strategic Plan advances the Agency’s mission to support our citizens and first responders through 5 Strategic Priorities and 16 Outcomes:

The mission of FEMA’s Individual Assistance (IA) Program is to ensure that disaster survivors have timely access to a full range of programs and services to maximize their recovery, through coordination among local, state, federal, Tribal governments, voluntary agencies and the Private Sector.

IA's roles and responsibilities are to ensure that individuals and families that have been affected by disasters have access to the full range of FEMA programs in a timely manner and that the best possible level of service is provided to applicants in the administration of these programs.

Our goal is to reorient FEMA’s Mass Care capabilities so that they are “survivor-centric,” ensuring that they support the delivery of services focused on easing the experience of survivors.

“FEMA, however, is just one part of the Nation’s emergency management team. We will be successful only if we build, sustain, and draw upon the capabilities of the whole community.

I look forward to working with partners throughout Federal, state, and local governments; tribal governments; the private sector; faith-based and non-profit communities; and citizens across our country to bring about the outcomes set forth in this Plan."

W. Craig Fugate FEMA Administrator

Mass Care Vision and Overarching Strategy Mr. Waddy Gonzalez Office of Field and Regional Coordination Federal Emergency Management Agency

Background IA-TAC III expired on May 7, 2014

The contracts will be extended until November 7, 2015

FEMA requires vendor support mechanism to supplement other capabilities

Required Services Staffing Services Sheltering Services Feeding and Hydration Services Direct Distribution to Households Sheltering in Place Mass Evacuation Support Services Logistical Support to Third Party MC/EA Operations Construction Services Planning Support Services

Required Services

Staffing Services Deploy program oversight, planning, and/or specialized staff to the NRCC, RRCCs, JFOs, and other field locations

Deploy specialized and/or generalist staff to shelter sites to meet staffing shortfalls Generalist staff will provide sheltering, feeding, distribution, and other required ESF #6 support Planners will provide operational planning assistance Specialized staff will provide health, mental health, reunification, and other credentialed services

Total target staffing capability:

1-2 full-time and 1 part-time Contractor staff for the steady-state phase Up to 5000 Contractor staff for the mobilization and operations phases

Sheltering “A la carte” or turnkey services Congregate and non-congregate sheltering for disaster survivors or personnel in soft-sided or existing facilities Services include:

Site preparation, setup, operations, staff Site maintenance, sanitation, and communications services Support services such as feeding, health and mental health, support to individuals with access and functional needs Household pets and service animals Total target capability: 50,000 Disaster Survivors for up to 30 Days

Feeding Providing feeding services to disaster survivors via fixed and/or mobile distribution, e.g.:

Food preparation only – picked up and distributed by a third party On-site preparation and feeding Food preparation and delivery to feeding sites Mobile feeding Canteen services

Total target capability: 100,000 meals per day for up to 30 days

Direct Distribution to Households Sheltering in Place Emergency Assistance Support Cells

Establish fixed sites (“support cells”) to distribute emergency supplies and provide life-sustaining services to disaster survivors Emergency supplies may include hot meals, food boxes, dog, cat and bird food, water, flashlights, batteries, etc.

Services may include communications, reunification, toilets and showers, laundry, health and mental health, etc.

Each facility will support up to 5,000 disaster survivors per day Total target capability: 10 facilities for 60 days

Direct Distribution to Households Sheltering in Place Community Distribution – The Contractor shall distribute items at a minimum of 10 and a maximum of 20 concurrent community distribution sites

House-to-house Distribution – The Contractor shall distribute items in a minimum of one (1) and a maximum of 20 concurrent distribution areas

Total target capability: maximum 60 days

Mass Evacuation Support The ESF-6 Role focuses on Evacuee Support

“A la carte” or turnkey services

Support to States includes site preparation, setup, operations, maintenance and sanitation; staff; services such as health and mental health, communications, support to individuals with access and functional needs, and household pets and service animals

Locations established and operated by the Contractor may include embarkation, debarkation, reception processing, and/or respite sites

Logistics Support to Third-party MC/EA Operations Support for Third-Party Shelter Operations

Support for Third-party Food Preparation Operations

Turnkey Set-up and Operation of a Temporary Warehouse(s) to Supply/Resupply Third-party MC/EA Operations

Turnkey Set-up and Operation of Donations Management Site(s)

Third-party Mass Evacuation Operations

Logistics Support to Third-party MC/EA Operations Provision and/or Replenishment of Equipment, Materials, and/or Supplies to Third-party MC/EA Operations

Transportation of Items Provided to Survivors From a Government

Operational planning support to third-party MC/EA operations

Total target capability: 20,000 survivors per day

Construction Services Assess and modify existing structures to provide MC/EA services, including but not limited to:

Congregate and/or non-congregate shelters Distribution sites Warehouses Mass evacuation sites Construct/erect soft-sided or similar temporary structures to provide MC/EA services, including congregate and non-congregate shelters Flexible to respond to mission-specific construction requirements Total target capability: 20 + facilities

Planning Support Services Provide analyses of current and potential MC/EA shortfalls and requirements

Develop and submit to the Government potential courses of action to meet actual and/or projected operational shortfalls

Develop daily and future MC/EA plans

MC/EA Support Services to Displaced Survivors Provide life-sustaining support to displaced survivors in host jurisdictions Support includes:

Feeding Hygiene items Clothing Transportation Disaster-related and program-specific information Referral services Reunification services Durable Medical Equipment (DME) and Consumable Medical Supplies (CMS) Equipment and Supplies to owner and their household pets and service animals

Total target capability: 10,000 survivors

Steady State and Operational Overview Douglas Owens Program Manager Individual Assistance Division Federal Emergency Management Agency

Post-Katrina Emergency Management Reform Act of 2006 (PKEMRA), Title V: Sec. 509 requires the Administrator to report to Congress identifying a contracting strategy that maximizes the use of advance contracts

PKEMRA directs the Administrator to (1) enter into such contracts through competitive procedures; and (2) maintain contracts for appropriate levels of goods and services.

Lessons Learned and Federal Acquisition Best Practices are incorporated into the contract, placing the burden of performance and cost savings on the contractor. These contracts eliminate delays and significant cost drivers caused by post-disaster emergency acquisitions.

Mass Care Overview

Contract Construct

Need for contractor to have nationwide capability

Steady state will require contractor to perform in Washington, DC and in Regions as required

Contractors are expected to conduct planning efforts to demonstrate how they will perform under all requirements under SOO

Contractors are expected to mobilize according to their approved plans and will be subject to specific requirements under Task Order

Encourage the use of small, local contractors as subs whenever possible

Steady State The contractors selected are expected to provide tangible products to include Region-specific plans, participate in exercises, and identify subcontractors, vendors, and suppliers they intend to use

The contractors work closely with the government to bring discipline and accountability to their work product, using industry best practices in quality, customer service, and cost control

Task Order Structure Mobilization Upon receipt and acknowledgement of a Mobilization Order, the Contractor shall assemble and deploy all resources needed for the requested task to a staging location(s) to be specified by the Government in the Task Order Operations Upon receipt and acknowledgement of an Operations Order, the Contractor shall commence operations, as specified in the Task Order Demobilization Upon receipt and acknowledgement of a Demobilization Order, the Contractor shall cease all operations and make preparations to vacate the site(s)

CO/COR

COR

Disaster Needs Group Supervisor Drives Operational Requirements Places contractors on alert, or works with Region to identify local contractors. Takes requirements and plans to fill resource need by developing Statement of Work/Disaster Variable Table, determines if requirements meet scope of current contracts, deploys contractors Forecasts requirements, develops, approves and monitors overall project management plan and resource requirements, and determines policy and eligibilities Reviews and approves all work that requires contract resources, serves as single point of contact between contractor and government staff. Assists in development of project management plan, oversees execution of project plans and work packages.

Work and Information Flow

Mass Care Mission Operations Cell Team Lead

COR

Contractor Logistics State/Local/Utilities Rep USACE (if needed) Functions Sit together in same work area to coordinate operations and to resolve outstanding issues

Acts as single point of information and communication in the field

Provides Command, Control and Coordination (C3), for field teams, HQ and JFO Chain of Command Outputs Develops, maintains and enforces project schedule

Establish priorities, manages overall IA mission

Provides real-time visibility across the spectrum of process, from obtaining and managing resources to mission close-out

Vendor Networking Session 10:15 a.m. - 10:45 a.m.

Question And Answer Period 10:45 a.m. – 12:00 p.m.

Lunch 12:00 p.m. -1:30 p.m.

Responses to Submitted Questions

Program Panel

Industry Day Wrap-Up and Closing Remarks

LaShawn Smith Contracting Officer Office of the Chief Procurement Officer Federal Emergency Management Agency

Next Steps Draft Request for Proposal (RFP) will be posted on Federal Business Opportunities (FBO.gov) Questions received will be answered and posted on FBO.gov RFP will be updated and final version will be posted on FBO.gov Receive proposal submissions Disseminate proposals to the Technical Evaluation Panel (TEP) TEP will be conducted Negotiations will be conducted Award will be processed Contract awarded

Important Contractual Considerations The award is expected to include a base year, plus four one-year options for a total performance period of five years.

Programmatic budgets have been greatly reduced, and in the current environment further cuts are possible. Significant efficiencies and innovations must be delivered.

FEMA-Industry@fema.dhs.gov

(202)-646-1895 “We are at the beginning, not the end of this process!”

Thank you for your participation and interest in doing business with FEMA!

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