Revised_Statement_of_Objectives_PA_Reengineering.pdf

Attachment A

Federal Emergency Management Agency Recovery Directorate

Public Assistance Division Statement of Objectives: Reengineering Requirement

A. PROJECT TITLE: Public Assistance Division Re-engineering.

B. BACKGROUND

1. FEMA is the federal agency responsible for leading the Nation’s efforts to prepare for, protect and mitigate against, respond to, and recover from the impacts of natural disasters and man-made incidents or terrorist events. FEMA was formed in 1979 by a Presidential executive order that directed the combination of federal programs addressing emergency management for all types of incidents into a single agency.

2. The Post-Katrina Emergency Management Reform Act, passed by Congress and signed by the President in October 2006, sets forth a new expanded mission for FEMA. Our mandate is to reduce the loss of life and protect the Nation from all hazards, including natural disasters, acts of terrorism and other man-made disasters, by leading and supporting the Nation in a risk-based, comprehensive emergency management systems of preparedness, protection, response, recovery, and mitigation.

3. FEMA requires services to support the PA Program’s re-engineering project. The PA program provides supplementary Federal assistance to State and Local governments, certain private nonprofit organizations, and Indian Tribes and Alaskan Native Villages under Presidential major disaster declarations to clear debris; implement emergency protective measures for the preservation of life and property; repair or replace infrastructure, such as streets, bridges, and water control facilities; repair or replace public buildings and related equipment; repair or restore public utilities; and repair or restore public recreational facilities and parks. FEMA is re-engineering the process by which it obligates grants to deliver faster, more efficient and more effective public assistance to applicants.

C. PURPOSE

1. This procurement supports the Department of Homeland Security (DHS) Fiscal Year

(FY) 2014 to 2018 Strategic Plan, specifically Mission 5: Strengthen National Preparedness and Resilience, and the goals of ensuring effective emergency response and enabling rapid recovery.

2. This procurement also supports the Federal Emergency Management Agency (FEMA) 2014 to 2018 Strategic Plan and the Administrator’s Intent (FY 2015-2019) Both articulate the whole community approach for responding to and recovering from disasters. This acquisition supports these Intent priorities: be survivor centric in mission and program delivery; become an expeditionary organization; and posture and build capability for catastrophic disasters. The links above of two documents are to external sources (the externally facing FEMA website).

3. Organizationally, the Public Assistance (PA) Division Re-engineering project is within the Office of Response and Recovery (ORR), Recovery Directorate, the PA Division.

a. The ORR mission is to provide guidance, leadership and oversight to build, sustain, and improve the coordination and delivery of support to citizens and State, local, Tribal and Territorial governments to save lives, reduce suffering, protect property and recover from all hazards.

b. The Recovery mission is to provide survivors and communities recovering from disasters with grants and resources that are easy to access, simple to understand, and outstanding in their helpfulness.

c. The PA Division mission is to provide assistance to State, Tribal and local governments, and certain types of Private Nonprofit organizations so that communities can quickly respond to and recover from major disasters or emergencies declared by the President.

D. SCOPE:

1. FEMA plans on awarding a single source Indefinite Delivery Indefinite Quantity (IDIQ) contract to satisfy this requirement.

2. The Contractor shall be capable of delivering coaching, mentoring, training, analysis, and reporting services to a single disaster location with the ability to scale up to multiple disaster locations simultaneously in Continental United States (CONUS) and Outside Continental United States (OCONUS) including, Alaska, Hawaii and other U.S.

territories and possessions. The scope of support includes conducting a live test, developing an after action report, and revising based on FEMA feedback, with options for:

Developing implementation options for FEMA leadership.

Supporting PA in implementing a plan for all disasters.

E. PERFORMANCE OBJECTIVES, GOALS AND OUTCOMES

1. Using a Performance Work Statement to include a Performance Requirement Summary, the Contractor shall propose cost effective and innovative solutions, based on lean management principles for Objectives 1 to 3.

2. Objective 1: Conduct live test and develop an after action report

a. Prepare for and implement live test of PA’s new lean management business model and process (i.e. Public Assistance Redesign Playbook), which is included as Attachment D. The Contractor shall support a 12 week live test of the new PA business model and process, reporting to Joint Field Office (JFO) and FEMA leadership. Contractor shall mirror JFO daily schedule which may be ten to twelve hour days throughout the live test. At the end of 12 weeks, FEMA staff, both at the JFO and the Regional Office, should be prepared to implement the new PA business model and process without Contractor support.

Based on the live test, develop an after action report for FEMA leadership with recommendations for revisions to the process and materials. Incorporate revisions to materials based on FEMA direction.

b. Activities include, but are not limited to:

Deploying within 72 hours of task order awards to a CONUS location.

Coaching and mentoring disaster personnel in new PA business model and process based on lean management principles while in the field.

Training personnel in the field in accordance with the roles and responsibilities in the new PA business model and process, and the use of lean management principles in the PA business model and process.

Developing a training scenario for FEMA’s use that requires participants to demonstrate knowledge, understanding, and use of the new PA business model and process, and the lean management principles used therein.

Creating new change agents who will be experts in the new system and be capable of training and mentoring at subsequent JFOs.

Measuring success from identified metrics Capturing success and challenges Developing an after action report of process and positions/job classifications Identifying recommendations for PA business model and process improvement Updating materials based on FEMA direction

c. Outcomes include:

Materials such as:

o Training plan and curriculum o Communications plans o Reporting templates o Success measures and associated reporting

Change Agents After action report with recommendations for revisions to PA business model, process, and positions As directed by FEMA leadership, revised materials in both hard copy and electronic versions Updated codified materials in both hard copy and electronic versions

3. Objective 2: Develop implementation plan

a. Develop options for FEMA leadership to determine its strategy to successfully implement the new PA business model and process with lean management principles used therein, enterprise wide for use in all disasters. Contractors shall consider all levels of events through catastrophic as well as CONUS and OCONUS events, in its recommendations. Based on FEMA feedback, develop an implementation plan.

b. Recommendations include:

Plan to successfully managing disaster activity with the new PA business model and process, and lean management principles, in multiple disaster locations simultaneously in CONUS locations, including:

o Deploy within 72 hours of task order awards to a CONUS location.

o Coach and mentor disaster personnel in new PA business model and process based on lean management principles while in the field.

o Train personnel in the field in accordance with the roles and responsibilities in the new PA business model and process, and the use of lean management principles in the PA business model and process.

Scale down strategy for Contractor support

c. Outcomes include:

Implementation recommendations Implementation plan Updated materials

4. Objective 3: Scale Up

a. Following the implementation plan, the Contractor shall support PA, in an advisory role, in successfully managing disaster activity with the new PA business model and process, and lean management principles, in multiple disaster locations simultaneously in CONUS locations.

Deploying within 72 hours of task order awards to CONUS locations Coaching and mentoring disaster personnel in the new PA business model and process using the lean management principles contained therein, while in the field Training personnel in JFOs in accordance with the roles and responsibilities in new PA business model and process, and the use of lean management principles in the PA business model and process

Drafting an after action report of process and positions Continuously decreasing contractor support as more FEMA personnel are trained in the new PA business model and process, and lean management principles

b. Outcomes include:

Draw down and elimination of Contractor support Successful proliferation of new PA business model and process Updated materials

F. PERIOD AND PLACE OF PERFORMANCE

1. The period of performance will include a one (1) year base period and one

(1) option period,

2. The place of performance is the contractor’s location, FEMA Headquarters and throughout the FEMA Area of Responsibility, Regions I through X. The contractor’s office must be within a 50 mile radius of the Washington, DC area. The Washington, DC area will be considered (FEMA HQ address).

G. DELIVERABLES and SCHEDULE

1. Kick off Meeting: The Contractor shall participate in a kick-off meeting with the Government no later than five (5) business days after contract award. Within seven (7) business days after the meeting, the Contractor shall provide a Kick-Off Meeting Report documenting the results of the meeting. The Report shall be e-mailed to the Contracting Officer (CO) and Contracting Officer’s Representative (COR).

2. The Contractor shall provide the staff required to execute the operations above within seven (7) business days of contract award. If more than one Task Order is issued, the Contractor shall execute the requirements concurrently where feasible and practicable.

3. The Contractor shall develop a work plan that shall require Government approval. The Plan shall contain specific tasks and timelines for each Objective listed under the scope above. The Plan shall also be a living document that is flexible enough to adapt to changing requirements under the broader scope. The work plan shall be due fifteen (15) calendar days after the kick off meeting.

4. Final Report: The Contractor shall submit a final report that documents and summarizes the results of the entire contractual effort, including recommendations and conclusions.

a. The final report shall include tables, graphs, and other visual aids, as necessary to comprehensively explain the results achieved under the contract.

b. The final report shall be submitted to the Government five (5) business days prior to expiration of this contract. The Contractor shall submit copies of the report as follows: one copy to the COR and one copy to the CO.

5. Partnering Meetings: Partnering meetings may be held at the Government’s discretion.

a. Types of partnering meetings include Senior Partnering, Operational Partnering, and

Federal Emergency Management Agency Recovery Directorate

Public Assistance Division Statement of Objectives: Reengineering Requirement

Individual Partnering.

b. As part of these partnering meetings, the Contractor may be asked to present quarterly briefings to the COR and other interested FEMA personnel on status of actions under the contract.

c. Partnering meetings may be held at either FEMA or the Contractor’s office.

6. Quality Control Plan (QCP): The Contractor shall prepare and adhere to a QCP.

a. The QCP shall be submitted with the Contractor’s proposal and shall be updated upon award within seven (7) days.

b. The QCP shall document how the Contractor will meet and comply with the quality standards established in this requirement document.

c. At a minimum, the QCP shall include a self-inspection plan, an internal staffing plan, and an outline of the procedures that the Contractor will use to maintain quality, timeliness, responsiveness, customer satisfaction, and any other requirements set forth in this solicitation.

H. GOVERNMENT FURNISHED EQUIPMENT (GFE). The Contractor shall not rely on receiving any GFE in support of these requirements. The Contractor shall provide all equipment, supplies, and staff to fulfill the requirements detailed in this requirement document and accompanying options.

I. GOVERNMENT FURNISHED INFORMATION (GFI). The Government will provide the Contractor with applicable guidance documents, as they are issued or updated.

J. TRAVEL

1. All travel and transportation shall be in accordance with the Federal Travel Regulation and the Federal Acquisition Regulation 31.205-46.

2. The Contractor shall obtain written approval from the COR before initiating any travel arrangements.