Attachment_J004_PRS.pdf

Federal Emergency Management Agency (FEMA) Recovery Directorate

Public Assistance Division Performance Work Statement (PWS)

Public Assistance - Technical Assistance Contracts IV (PA-TAC IV)

ATTACHMENT 3

Performance Requirements Summary (PRS) and Deliverable Schedule

The deliverables/reports shall be transferred to the Government via Microsoft Word, Access, Excel or any other media as determined acceptable by the Government.

Deliverables Applicable to Base

Contract/ Task

Orders

Performance Requirement Acceptable Performance

Level and Performance

Standard

Method of Surveillance

# of Copies

Medium/ Format

Submit To

Kick off Meeting

PWS Para 1.6.6

Base and Task

Orders

The Contractor shall participate in a kick-off meeting with the Government no later than five (5) business days after contract award. The contractor shall provide key personnel with authority to make decisions and take responsibility of any actionable items as a result of the meeting.

The purpose of the meeting is so that the contractor and government understands the following before work begins:

• Contract terms and conditions

• Security requirements

• Inspection, acceptance, and invoicing procedures

• Authority, responsibilities, and limitations of the COR and the TMs

100% Compliance.

Within five (5) business days after the meeting, the

Contractor shall provide a Kick-

Off Meeting Report with attendees, action items, schedules and responsible parties.

100% Inspection –

TM/COR will review each product for completeness & accuracy.

original and 2 copies

Email:

Electronic

PDF, MS

Word, Excel

CO, COR,

and TM

Identify and resolve potential or actual issues that may arise during the contract performance.

Partnering Meetings

PWS Para.

1.6.6 and

1.6.11

Base Partnering meetings may be held at the Government’s discretion. Types of partnering meetings include Senior Partnering, Operational Partnering, and Individual Partnering. As part of these partnering meetings, the Contractor may be asked to present a quarterly briefings to the COR and other interested FEMA personnel on the status of taskings under the contract. Partnering meetings may be held at either FEMA or the Contractor’s office.

100% Compliance. The contractor shall deliver quarterly briefings on the status of any tasks under the contract to the

COR.

100% Inspection –

TM/COR will review each product for completeness & accuracy.

original and 1 copy

In person Briefings, Slides, PDF

CO & COR

Phase-In Plan

PWS Para, 1.6.15.1

Base The contractor shall have up to 30 calendar days from date of contract award in which to complete the phase-in process. By the conclusion of the 30-day phase-in period, the contractor shall be prepared to:

•Deploy personnel and equipment to work simultaneous missions of any size for up to 12 months from the date of a task order award.

•Provide qualified and capable contractor staff to work with the Contracting Officer Representative (COR) to manage contractor personnel and resources to meet mission requirements.

100% Compliance.

Includes submission of a phase-in plan within 7 calendar days of award for approval and completion of all activities for administering and implementing the contractor’s technical approach

100% Inspection –

TM/COR will review each product for completeness & accuracy.

original and 1 copy

Email:

Electronic

PDF, MS

Word, Excel

CO & COR

Management Plan

PWS Para.

1.4.1;1.4.1.2;1.

4.1.3;1.6.9.1

Base The contractor shall develop a management plan that includes an Executive Summary, a Concept of

Operations, Organizational Charts, Management, Technical Capability, Cost Control, Quality Control, and

Risk Management Plan.

100% Compliance. The contractor shall submit its base contract management plan with Readiness, Staffing, Training, QC, Background Check, and

Badging, and Report annexes within 30 calendar days after the M&A task order award and shall update it on a continual basis as needed

100% Inspection –

TM/COR will review each product for completeness & accuracy.

original and 1 copy

Email:

Electronic

PDF, MS

Word, Excel

CO & COR

Quality Control Plan

PWS Para.

1.6.1;2.1.10

Base The contractor shall develop and maintain an effective quality control program to ensure services are performed in accordance with this PWS. The contractor shall develop and implement procedures to identify, prevent, and ensure non-recurrence of defective services. The contractor’s quality control program is the means by which the contractor assures the work complies with the requirement of the contract.

100% Compliance. The

QCP is to be delivered with the contractor’s proposal. Three copies of a comprehensive written QCP shall be submitted to the

Contracting Officer (CO) and

100% Inspection –

TM/COR will review each product for completeness & accuracy.

original and 2 copies

Email:

Electronic

PDF, MS

Word, Contracting Officer

Representative (COR) within five (5) working days when changes are made thereafter.

After acceptance of the quality control plan the contractor shall receive the contracting officer’s acceptance in writing of any proposed change to his QC system.

Readiness Plan

PWS Para.

1.4.1.1.1

Base The contractor shall provide a readiness plan that describes how the contractor will prepare to deliver services within the scope of this contract to meet the PA program requirements. The contractor shall be specific in describing its preparedness for overall readiness and each activity under this contract.

100% Compliance.

Within 30 calendar days after the M&A task order award.

100% Inspection –

TM/COR will review each product for completeness & accuracy.

original and 1 copy

Email:

Electronic

PDF, MS

Word, Staffing Plan

PWS Para.

1.6.1.2;1.6.9.1

Base The contractor shall provide a staffing plan that describes in detail the management systems and organizational structure that will be utilized in the performance of the contract requirements, including those being performed by subcontractors. The staffing plan shall describe in detail how the contractor will respond to and manage all

100% Compliance.

Within 30 calendar days

100% Inspection –

TM/COR will review each product for original and 1 copy

Email:

Electronic

PDF, MS

Word, contractor personnel for each task during multiple and/or concurrent disasters. This includes the procedures for providing the type and number of personnel needed and the deployment parameters listed in the contractor’s management plan. The plan shall also demonstrate the contractor’s procedures and capability to surge beyond their base pool of personnel in the event FEMA requests additional personnel such as for a catastrophic event. The

Plan shall also be a living document that is flexible enough to adapt to changing requirements under the broader scope.

after the M&A task order award.

completeness & accuracy.

Readiness Staffing and Deployment

Report

PWS Para.

1.4.1.4, 1.4.1.5, and 1.6.9.1

Base The contractor shall provide their staffing and deployment status as per the contractor’s management plan on a monthly basis demonstrating the contractor’s readiness posture. At a minimum, the report should include status of on-hand personnel to include name, labor category, badging status, retention vetting and badging approach, and availability to deploy compared to the required minimum.

100% Compliance.

Monthly, by the 15th day after each month.

100% Inspection –

TM/COR will review each product for completeness & accuracy.

original and 1 copy

Email:

Electronic

PDF, MS

Word, Excel

CO & COR

Monthly Contract

Status Report

(MCSR)

PWS Para.

1.4.1.5

Base The contractor shall submit a MCSR by the 15th day after each month providing the status of contract dollars and hours expended by labor category as well as a list of pending actions expected in the next 30, 60, and 90 days.

100% Compliance.

Monthly, by the 15th day after each month.

100% Inspection –

TM/COR will review each product for completeness & accuracy.

original and 1 copy

Email:

Electronic

PDF, MS

Word, Excel

CO & COR

Monthly Task Order Status

Report

(TOSR)

Task Order The contractor shall submit a TOSR for every open, active task order assignment directly on a monthly basis.

The TOSR shall provide the Task Order number, work location, brief description of work, and the number of personnel onsite. The TOSR shall also identify deliverables submitted during the month, planned

100% Compliance.

Monthly, by the 15th day after each month while the task

100% Inspection –

TM/COR will review each product for original and 1 copy

Email:

Electronic

PDF, MS

Word, PWS Para.

1.6.9.2 activities for the next month, and problems and proposed corrective actions. The TOSR shall be submitted monthly while the task order remains open and active and may be submitted more frequently at the request of the COR or

Task Monitor.

order remains open and active and may be submitted more frequently at the request of the COR or Task

Monitor.

completeness & accuracy.

Annual Report

PWS Para.

1.4.1.5

Base The contractor shall submit an annual report 15 days after the end of the Federal Government’s fiscal year. The report shall document and summarize the results of the entire contractual effort, including recommendations and conclusions. The annual report shall include tables, graphs, and other visual aids to comprehensively explain the results achieved under the contract.

100% Compliance. 15 days after the end of the Federal

Government’s fiscal year.

100% Inspection –

TM/COR will review each product for completeness & accuracy.

original and 1 copy

Email:

Electronic

PDF, MS

Word, Excel

CO & COR

Final Report

PWS

Para.1.4.1.5

Base The Contractor shall submit a final report that documents and summarizes the results of the entire contractual effort, including recommendations and conclusions. The final report shall include tables, graphs, and other visual aids, as necessary to comprehensively explain the results achieved under the contract.

100% Compliance. The final report shall be submitted to the Government 14 business days prior to expiration of this contract.

100% Inspection –

TM/COR will review each product for completeness & accuracy.

original and 1 copy

Email:

Electronic

PDF, MS

Word, Excel

CO & COR

Open Task Order(s)

Transition Plan

PWS Para.

1.6.1.2;

1.6.15.2

Task Order The phase-in process is the contractor’s procedures to assume any tasks or work from incumbent contractors on open disasters.

100% Compliance. One time, as required by the end of the contract.

100% Inspection –

TM/COR will review each product for completeness & accuracy.

original and 1 copy

Email:

Electronic

PDF, MS

Word, Task Order Quality

Control Plan

(QCP)

PWS Para.

1.6.1.2

Task Order The contractor shall prepare and adhere to a QCP for use on all open task orders. A QCP template shall be submitted with the Contractor’s proposal and shall be updated to be implemented upon the first task order award. The QCP shall document how the contractor will meet and comply with the quality standards established in this requirement document. 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 by a Task Order.

100% Compliance. A QCP template shall be submitted with the Contractor’s proposal and shall be updated to be implemented upon task order award.

100% Inspection –

TM/COR will review each product for completeness & accuracy.

original and 1 copy

Email:

Electronic

PDF, MS

Word,