DRAFT_SOLICITATION_HSFE80-17-R-0004.pdf

DRAFT SOLICITATION HSFE80-17-R-0004

TABLE OF CONTENTS

PART I – THE SCHEDULE

B – SUPPLIES OR SERVICES / PRICES ____________________________________________________________ 4 B.1 Brief Description of Supplies or Services ____________________________________________________________ 4 B.2 Contract Type _________________________________________________________________________________ 4 B.3 Task Order Types ______________________________________________________________________________ 4 B.4 Guaranteed Minimum __________________________________________________________________________ 4 B.5 Ceiling Value __________________________________________________________________________________ 4 B.6 Fully Burdened Fixed Hourly Rates for Management and Administration (M&A) ____________________________ 4 B.8 Fully Burdened Fixed Hourly Rates Labor ___________________________________________________________ 5

C – DESCRIPTION / SPECIFICATION _____________________________________________________________ 9 C.1 Performance Work Statement ____________________________________________________________________ 9

D – PACKAGING AND MARKING ______________________________________________________________ 22 D.1 Requirements ________________________________________________________________________________ 22 D.2 Electronic Deliverables _________________________________________________________________________ 22

E – INSPECTION AND ACCEPTANCE ___________________________________________________________ 23 E.1 Clauses Incorporated By Reference _______________________________________________________________ 23 E.2 General _____________________________________________________________________________________ 23

F – DELIVERIES OR PERFORMANCE ____________________________________________________________ 24 F.1 Clauses Incorporated by References ______________________________________________________________ 24 F.2 Period of Performance _________________________________________________________________________ 24 F.3 Period of Performance Task Order Level ___________________________________________________________ 24 F.4 Place of Performance __________________________________________________________________________ 24 F.5 Centralized Resource Center ____________________________________________________________________ 24 F.6 Washington, D.C.______________________________________________________________________________ 24 F.8 Notice of Delay _______________________________________________________________________________ 24

G – CONTRACT ADMINISTRATION ____________________________________________________________ 26 G.1 Clauses Incorporated by References ______________________________________________________________ 26 G.2 Points of Contact _____________________________________________________________________________ 26 G.3 Contract Administration Office __________________________________________________________________ 26 G.4 Contracting Officer’s Representative ______________________________________________________________ 26 G.5 Task Monitor (TM) ____________________________________________________________________________ 27 G.6 Contracting Officer (CO) ________________________________________________________________________ 27 G.7 Task Orders __________________________________________________________________________________ 27 G.8 Task Order Procedures _________________________________________________________________________ 27 G.9 Technical Approach / Price Proposal ______________________________________________________________ 28 G.10 Issuing Task Orders ___________________________________________________________________________ 28 G.11 Modifications _______________________________________________________________________________ 28 G.12 Task Order Payment __________________________________________________________________________ 28 G.13 Submission of Invoices or Vouchers for Payment ___________________________________________________ 28 G.14 Completion of Task Orders _____________________________________________________________________ 29 G.15 Closeout of Task Orders _______________________________________________________________________ 29 G.16 Performance Evaluation _______________________________________________________________________ 29 G.17 Travel Costs _________________________________________________________________________________ 29 G.18 Waiver of Protest / Dispute Rights for Task Order Awards ____________________________________________ 30

H – SPECIAL CONTRACT REQUIREMENTS _______________________________________________________ 31 H.1 Clauses Incorporated by References ______________________________________________________________ 31

H.2 Contractor Employee Access ____________________________________________________________________ 31 H.3 Advertisements, Publicizing Awards, and Releases ___________________________________________________ 32 H.4 Organizational Conflict of Interest ________________________________________________________________ 32 H.5 Limitation of Future Contracting _________________________________________________________________ 33 H.6 Key Personnel or Facilities ______________________________________________________________________ 33 H.7 Contractor Utilization of Government Facilities _____________________________________________________ 33 H.8 Recognized Federal Holidays ____________________________________________________________________ 34 H.9 Hours of Operation ____________________________________________________________________________ 34 H.10 Definition of Day _____________________________________________________________________________ 34 H.11 Non‐Personal Services and Inherently Governmental Functions are Prohibited ___________________________ 34 H.12 Reproduction of Reports _______________________________________________________________________ 34 H.13 Accessibility of Meetings, Conferences, and Seminars to Persons with Disabilities _________________________ 35 H.14 Confidentiality of Information __________________________________________________________________ 36 H.15 Government Furnished Equipment (GFE), Information, Items and Services _______________________________ 37 H.16 Contractor and Government Furnished Property ___________________________________________________ 37 H.17 Award Prior to Audit __________________________________________________________________________ 37 H.18 Kick‐Off/Post Award Conference/Periodic Partnering Meetings ________________________________________ 37 H.19 Contractor Employee does not Meet Requested Qualification _________________________________________ 38 H.20 Requested Skill Levels/Qualification ______________________________________________________________ 38 H.21 Instructor Skill Classification ____________________________________________________________________ 38 H.22 Labor Records/Overtime/Service Contract Act _____________________________________________________ 39 H.23 Termination of Employees _____________________________________________________________________ 39 H.24 Notification of Debarment and Suspension ________________________________________________________ 39 H.25 Publication __________________________________________________________________________________ 39 H.26 Security ____________________________________________________________________________________ 41 H.27 Defense Production Act (DPA) __________________________________________________________________ 41 H.28 Disaster or Emergency Assistance Activities ________________________________________________________ 41 H.29 Small Business Subcontracting Plan ______________________________________________________________ 41

PART II – CONTRACT CLAUSES

I – CONTRACT CLAUSES _____________________________________________________________________ 43 I.1 Clauses Incorporated by References _______________________________________________________________ 43 I.2 52.204‐9 Personnel Identity Verification of Contractor Personnel (Jan 2011) _______________________________ 44 I.3 52.216‐8 Ordering (Oct 1995) ____________________________________________________________________ 45 I.4 52.216‐19 Order Limitation (Oct 1995) _____________________________________________________________ 45 I.5 52.216‐22 Indefinite Quantity (Oct 1995) ___________________________________________________________ 46 I.6 52.217‐8 Option to Extend Services (Nov 1999) ______________________________________________________ 46 I.7 52.217‐9 Option to Extend the Term of the Contract (Mar 2000) ________________________________________ 46 I.8 52.222‐35 Equal Opportunity for Veterans (Oct 2015) _________________________________________________ 46 I.9 52.222‐49 Service Contract Labor Standards‐Place of Performance Unknown (May 2014) ____________________ 47 I.10 52.232‐7 Payments under Time‐and‐Materials and Labor‐Hour Contracts (Aug 2012) _______________________ 47 I.11 52.243‐7 Notification of Changes (Jan 2017) ________________________________________________________ 51 I.12 Clauses Incorporated by Reference (Feb 1998) ______________________________________________________ 52 I.13 3052.204‐71 Contractor Employee Access (Sep 2012) ________________________________________________ 52 I.14 3052.209‐70 Prohibition on Contracts with Corporate Expatriates (Jun 2006) _____________________________ 53 I.15 Organizational Conflict of Interest (Jun 2006) _______________________________________________________ 55 I.16 3052.209‐73 Limitation of Future Contracting (Jun 2006) ______________________________________________ 56

PART III – LIST OF DOCUMENTS, EXHIBITS, AND OTHER ATTACHMENTS

J – LIST OF ATTACHMENTS __________________________________________________________________ 57 J.1 List of Attachments ____________________________________________________________________________ 57

PART IV – REPRESENTATION AND INSTRUCTIONS

K – REPRESENTATIVE AND CERTIFICATIONS ____________________________________________________ 58 K.1 Provisions Incorporated by Reference _____________________________________________________________ 58 K.2 52.204‐3 Taxpayer Identification Number (Oct 1998) ________________________________________________ 58 K.3 52.204‐8 Annual Representations and Certifications (Jan 2017) _________________________________________ 59 K.4 52.204‐15 Service Contract Reporting Requirements for Indefinite‐Delivery Contracts (Oct 2016) _____________ 62 K.5 52.209‐5 Certification Regarding Responsibility Matters (Oct 2015) _____________________________________ 63 K.6 52.209‐12 Certification Regarding Tax Matters (Feb 2016) _____________________________________________ 65 K.7 52.219‐1 Alt I Small Business Program Representations (Oct 2014) ______________________________________ 65

L – INSTRUCTIONS AND NOTICES TO OFFERORS _________________________________________________ 69 L.1 52.252‐2 Clauses Incorporated by Reference (Feb 1998) ______________________________________________ 69 L.2 52.214‐15 Period for Acceptance of Bids (Apr 1984) __________________________________________________ 69 L.3 52.216‐1 Type of Contract (Apr 1984) _____________________________________________________________ 69 L.4 52.216‐28 Multiple Awards for Advisory and Assistance (Oct 1995) ______________________________________ 69 L.5 52.233‐2 Service of Protest (Sep 2006) ____________________________________________________________ 69 L.6 52.252‐1 Solicitation Provisions Incorporated by Reference (Feb 1998) ___________________________________ 70 L.7 Instructions to Offerors _________________________________________________________________________ 70 L.8 Formatting Proposal Instructions _________________________________________________________________ 71 L.9 Proposal Submission ___________________________________________________________________________ 72

M – EVALUATION FACTORS FOR AWARD ______________________________________________________ 75 M.1 52.252‐2 Clauses Incorporated by Reference (Feb 1998) ______________________________________________ 75 M.2 52.252‐1 Solicitation Provisions Incorporated by Reference (Feb 1998) __________________________________ 75 M.3 Award Without Discussion _____________________________________________________________________ 75 M.4 Rejection of Non‐Responsive and Unrealistic Proposals ______________________________________________ 75 M.5 Right Not to Award ___________________________________________________________________________ 75 M.6 Basis for Award ‐ Best Value / Trade Off ___________________________________________________________ 76 M.7 Evaluation Process ____________________________________________________________________________ 76 M.8 Evaluation Factors ____________________________________________________________________________ 76 M.9 Evaluation __________________________________________________________________________________ 77

PART I – THE SCHEDULE

B – SUPPLIES OR SERVICES / PRICES

B.1 Brief Description of Supplies or Services

The Department of Homeland Security (DHS), Federal Emergency Management Agency (FEMA) is seeking support via contracts to a follow-on requirement for the Recovery Directorate, Public Assistance (PA Division Technical Assistance Contracts III (TAC III). New contracts entitled, PA TAC IV will consist of one procurement package to solicit non-professional and professional services in an Advisory and Assistance Services (A&AS) capacity. FEMA anticipates the non-professional services to constitute the primary requirement, constituting approximately 80 percent of the overall need. FEMA anticipates the need for professional expertise in an A&AS capacity will be 20 percent of the total requirement. These services are typically only needed for short periods of time after major disasters and emergencies in order to implement the PA Program.

B.2 Contract Type

The DHS FEMA intends to award three Hybrid Indefinite Delivery-Indefinite Quantity (IDIQ) contracts with Firm- Fixed-Price (FFP), Time and Materials (T&M), and Cost Reimbursement (CR) contract line item numbers (CLINs).

This requirement consists of three geographical zones. The intent is to award one IDIQ contract per geographical zone. This requirement will support Readiness and Disaster related activities through the issuance of task orders.

B.3 Task Order Types

The DHS FEMA intends to award on an annual basis, pre-negotiated FFP task orders in support of readiness activities/management and administrations. In support of disaster related activities, the Contracting Officer reserves the right to issue Hybrid, FFP, T&M and/or CR task orders. Individual task order proposal request will identify the DHS FEMA’s determination of contract type.

B.4 Guaranteed Minimum

The guaranteed minimum under each IDIQ contract is $50,000.00.

B.5 Ceiling Value

Each IDIQ contract shall not exceed an estimated ceiling of $609,615,573.00 under a 60 month period of performance.

B.6 Fully Burdened Fixed Hourly Rates for Management and Administration (M&A)

The fixed hourly rates are established under this contract for Management & Administration, which is anticipated as Firm-Fixed-Priced prenegotiated annual task orders. All labor hourly rates per the schedules (below) shall contain fully burdened hourly rates for full-time bona fide company employees, as well as, employees of corporate affiliates and/or subsidiaries, temporary help, subcontractors and consultants. Only the skills listed are to be used in the performance of this contract. Any personnel that are replaced must have the same general background and level of experience as the evaluated personnel.

CLIN DESCRIPTION PERIOD OF PERFORMANCE & LABOR RATES

0001 Management & Administrative Level Base Year

Option Year 1

Option Year 2

Option Year 3

Option Year 4

Labor Hourly Rates

Labor Hourly Rates

Labor Hourly Rates

Labor Hourly Rates

Labor Hourly Rates

Program Manager First

Program Manager Mid

Program Manager Senior

Deputy Program Manager First

Deputy Program Manager Mid

Deputy Program Manager Senior

Contract Administrator/Manager First

Contract Administrator/Manager Mid

Contract Administrator/Manager Senior

Project Manager (Readiness/Deployment) First

Project Manager (Readiness/Deployment) Mid

Project Manager (Readiness/Deployment) Senior

Planner, General First

Planner, General Mid

Planner, General Senior

Administrative Assistant or "TAC Coordinator" First

Coordinator" Mid

Coordinator" Senior

B.8 Fully Burdened Fixed Hourly Rates Labor

The fixed hourly rates are established under this contract for Labor categories, which shall be utilized under a Hybrid type task order. Hybrid task orders will include Time-and-Materials, Firm-Fixed-Price, and Cost Reimbursement contract line item numbers. All labor hourly rates per the schedules (below) shall contain fully burdened hourly rates for full-time bona fide company employees, as well as, employees of corporate affiliates and/or subsidiaries, temporary help, subcontractors and consultants. Only the skills listed are to be used in the performance of this contract. Any personnel that are replaced must have the same general background and level of experience as the evaluated personnel.

CLIN DESCRIPTION PERIOD OF PERFORMANCE & LABOR RATES

0001 Labor Level Base Year

Option Year 1

Option Year 2

Option Year 3

Option Year 4

Labor Hourly Rates

Labor Hourly Rates

Labor Hourly Rates

Labor Hourly Rates

Labor Hourly Rates

Appraiser First

Appraiser Mid

Appraiser Senior

Archaeologist First

Archaeologist Mid

Archaeologist Senior

Architect First

Architect Mid

Architect Senior

Architectural Historian First

Architectural Historian Mid

Architectural Historian Senior

Biologist First

Biologist Mid

Biologist Senior

Certified Flood Plain Manager First

Certified Flood Plain Manager Mid

Certified Flood Plain Manager Senior

Certified Public Accountant First

Certified Public Accountant Mid

Certified Public Accountant Senior

Civil Engineer First

Civil Engineer Mid

Civil Engineer Senior

Client Liaison First

Client Liaison Mid

Client Liaison Senior

Coastal Engineer First

Coastal Engineer Mid

Coastal Engineer Senior

Commercial Property Insurance Professional First

Commercial Property Insurance Professional Mid

Commercial Property Insurance Professional Senior

Computer Specialist First

Computer Specialist Mid

Computer Specialist Senior

Construction Manager First

Construction Manager Mid

Construction Manager Senior

Construction or Building Inspectors First

Construction or Building Inspectors Mid

Construction or Building Inspectors Senior

Ecologist First

Ecologist Mid

Ecologist Senior

Electrical Engineer First

Electrical Engineer Mid

Electrical Engineer Senior

Engineering Technician First

Engineering Technician Mid

Engineering Technician Senior

Environmental Planner First

Environmental Planner Mid

Environmental Planner Senior

Estimator First

Estimator Mid

Estimator Senior

Financial Analyst First

Financial Analyst Mid

Financial Analyst Senior

General Planner First

General Planner Mid

General Planner Senior

Geologist First

Geologist Mid

Geologist Senior

Graphic Artist First

Graphic Artist Mid

Graphic Artist Senior

Health Scientist First

Health Scientist Mid

Health Scientist Senior

Historic Architect First

Historic Architect Mid

Historic Architect Senior

Horticulturalist First

Horticulturalist Mid

Horticulturalist Senior

Hydraulic Engineer First

Hydraulic Engineer Mid

Hydraulic Engineer Senior

Hydrologist First

Hydrologist Mid

Hydrologist Senior

Industrial Hygienist First

Industrial Hygienist Mid

Industrial Hygienist Senior

Mechanical Engineer First

Mechanical Engineer Mid

Mechanical Engineer Senior

Professional Cost Estimator First

Professional Cost Estimator Mid

Professional Cost Estimator Senior

Project Manager First

Project Manager Mid

Project Manager Senior

Sanitary Engineer First

Sanitary Engineer Mid

Sanitary Engineer Senior

Soil/Geotechnical Engineer First

Soil/Geotechnical Engineer Mid

Soil/Geotechnical Engineer Senior

Structural Engineer First

Structural Engineer Mid

Structural Engineer Senior

Technical Writer First

Technical Writer Mid

Technical Writer Senior

Water Quality Specialist First

Water Quality Specialist Mid

Water Quality Specialist Senior

Wetlands Specialist First

Wetlands Specialist Mid

Wetlands Specialist Senior

C – DESCRIPTION / SPECIFICATION

C.1 Performance Work Statement

1. General

FEMA’s mission is to support 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.

Within FEMA, the Office of Response and Recovery (ORR) provides 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. As part of ORR, the Recovery Directorate provides survivors and communities recovering from disasters with grants and resources that are easy to access, simple to understand, and outstanding in their helpfulness. The Recovery Directorate’s Public Assistance (PA) Division has the specific mission of providing assistance to applicants (State, Tribal and local governments) and certain types of Private Nonprofit (PNP) organizations so that communities can quickly respond to and recover from major disasters or emergencies declared by the President.

1.1. Description of Services/Introduction

Through the PA Program, as authorized under the Robert T. Stafford Disaster Relief and Emergency Assistance Act, 42 U.S.C. §5121-5206 (Stafford Act), FEMA provides supplemental Federal disaster grant assistance for debris removal, emergency protective measures, and the repair, replacement, and restoration of disaster-damaged, publicly owned facilities and the facilities of certain PNP organizations. The PA Program also encourages protection of these damaged facilities from future events by providing assistance for hazard mitigation measures during the recovery process.

The services sought will provide Federal disaster grant assistance for debris removal, emergency protective measures, and the repair, replacement, and/or restoration of disaster-damaged, publicly owned facilities and the facilities of certain PNP organizations. Additionally, the PA Program also encourages protection of damaged facilities from future events by providing assistance for hazard mitigation measures during the recovery process.

The major tasks and milestones are shown in the flow chart below.

Phase 1:

Operational

Planning

Phase 2:

Intake Damage & Eligibility Analysis

Phase 3:

Scoping and Costing

Phase 4:

Review and obligate projects

FEMA is seeking support of this mission through the procurement of the necessary professional and non-professional services for the delivery of the PA Program. This acquisition is a continuation of the need for the Recovery Directorate, PA Division’s Technical Assistance Contracts III (PA-TAC III). The new contract vehicle, the PA Division’s Technical Assistance Contracts IV (PA-TAC IV), will consist of one procurement package to solicit professional and non-professional services in an Advisory and Assistance Services (A&AS) capacity.

1.2. Background

The PA program is supported with federal employees from all ten FEMA Regions and FEMA Headquarters (HQ), to include Federal Reservist Cadres, Cadre of Response Employees (COREs), and Incident Management (IM) COREs. However, there is a need for professionals (technical in an A&AS capacity) and non-professionals to provide the aforementioned essential services. This is currently (and historically has been) provided through contracting services, namely the Public Assistance - Technical Assistance Contracts (PA-TAC). These contracts have historically been a vital part of the PA program and have successfully been implemented to provide thousands of PA project work to states, local government, tribes, and private non-profit entities during hundreds of disasters since 1997. The latest iteration of contracts are the PA-TAC III contract, which are scheduled to expire on February 26, 2017. It is essential to continue contract support to meet the Program’s mission and current needs.

1.3. Locations

Zones

The goal of PA-TAC IV is to efficiently and expeditiously provide supplemental resources needed to implement the PA program in major disasters and emergencies. Currently, all PA-TAC III Contractors have a nation-wide span of operation. However, the added time it takes to compete all resource requests on a task order by task order basis delays provision of necessary resources to disaster field operations. In order to more effectively provide resource support, FEMA proposes to identify three geographical zones based on a historical workload assessment. FEMA’s acquisition strategy is to solicit and award on a competitive basis three single IDIQ contracts, one for each geographical zone. Individual awardees will then be responsible for the resource requirements for major disasters and emergencies declared within that geographic zone.

Centralized Resource Centers (CRC)

In addition to disaster field operation resource requirements within each geographic zone, FEMA may also solicit support from PA-TAC IV Contractors to provide resources at FEMA Consolidated Resource Centers (CRCs) in:

Winchester, VA; Denton, TX; and additional facilities designated as a CRCs by FEMA. The CRCs house the specialized staff required to support scoping and costing, document validation, and project review for disasters nationwide. Zone Contractors if deployed to CRCs shall provide support on disasters within their awarded zones.

The government will identify specific CRC work locations during the Task Order Proposal Request (TOPR) process for each Zone Contractor.

Washington, DC

FEMA Headquarters (HQ) also requires technical assistance for national-level PA mission support tasks, such as training, planning, project management, and updating equipment rates or services that involve or relate to analyses, feasibility studies, and strategy options to be used by FEMA personnel in developing policy. All HQ task orders will be awarded based on competition among the awardees of the PA-TAC IV contracts.

The geographical zones are as follows:

Zone Geographical Coverage by FEMA Region Zone 1 FEMA Regions 1, 3, and 4 Zone 2 FEMA Regions 5, 6, and 8

The geographic zone strategy will enable FEMA to provide resource support faster, improve coordination between FEMA and Contractors within each zone, and improve cost savings.

In order to meet resource needs in a catastrophic disaster that may overwhelm the capabilities of a single Contractor in a specific zone, FEMA reserves the right to solicit support from other PA-TAC IV Contractors in the affected zone to supplement capabilities of an awarded zone Contractor.

1.4. Tasks

Each Contractor shall have the capability and capacity to support the requirements as stated in the Performance Work Statement (PWS). The PWS requires the Contractor to perform at a level necessary to successfully achieve the following performance objectives.

1.4.1. Objective 1 - Management and Administration (M&A) Services: The Contractor shall provide M&A of the overall project and mission to maintain the capability to support FEMA’s objective of delivering the PA Program in a timely, efficient, effective, and consistent manner. As a measure of readiness, the Contractor shall train, badge, and maintain a deployment-ready workforce as listed in Attachment 2 of the PWS – Labor Categories, Qualifications, and Tasks. FEMA will monitor the Contractor’s retention of deployment-ready workforce rate as a measure of the Contractor’s overall effectiveness. M&A Services will be described in the Contractor’s Management Plan and submitted in accordance with the performance requirements summary (PRS). As Contractor staff are trained and vetted through security in the first year of the contract, FEMA anticipates staff turnover at no more than 20% annually and therefore plans to fund this percentage of attrition in the out years.

The contractor shall meet the following readiness M&A tasks.

1.4.1.1 Labor Categories Associated with M&A

1.4.1.1.1 Readiness Task Order: FEMA will require Contractors to have a Program Manager, Deputy Program Manager, Contract Manager, Project Manager (Readiness/Deployment), General Planner, and Administrative Assistant for base contract management and coordination. Any additional or alternative labor categories proposed will be considered. The Contractor’s readiness approach and technical understanding will be conveyed to FEMA in its Readiness Plan which shall be submitted to FEMA in accordance with the PRS.

1.4.1.1.2 Field Personnel Deployment and De-mobilization: FEMA will consider the use of additional

Zone 3 FEMA Regions 2, 7, 9, and 10 labor categories to allow for Task Order management and coordination to include a deployable Administrative Assistant to aid in field personnel deployment/de-mobilization, system/facility access, logistics equipment coordination, and other management and coordination efforts.

1.4.1.2 Background Check / Badging

Contractors shall create a plan to vet and have their staff successfully pass a FEMA security background check to obtain a FEMA badge at an authorized facility as described in Attachment 1 of the PWS – Security. Badges must be issued and remain current without causing deployment delays. Thirty percent of Contractor staff shall have all security documents submitted to FEMA Security within 30 calendar days of award and 100% of Contractor staff within three (3) months.

Historically, FEMA’s average processing time for security is 45 calendar days. The Contractor’s planned approach shall be described and submitted to FEMA with the Management Plan deliverable.

1.4.1.3 Training

The Contractor shall develop a training plan within its Management Plan deliverable and deliver training to all necessary Contractor personnel to support the PA Program. FEMA will provide the train-the-trainer training to the Contractor, and estimates that up to two Contractor personnel will be needed as trainers. However, the Contractor may propose an alternate number of proposed key personnel who may be trained, which shall be identified in their training plan. FEMA will provide the required programmatic training materials to the trainers. Within 60 calendar days of receiving train-the-trainer training, the Contractor shall be responsible for training their remaining staff on the specified PA courses as identified by labor category in Attachment 2 of the PWS – Labor Categories, Qualifications, and Tasks.

1.4.1.4 Deployment Readiness

The Contractor’s Program Manager or alternate shall be accessible to the Contracting Officer (CO) / Contracting Officer Representative (COR) 24 hours a day, seven (7) days per week to plan for and begin the process for deploying personnel to field locations. The Contractor shall identify, train, and maintain staff that shall be available for deployment. Upon Task Order award, half of the Contractor’s proposed personnel shall be available to deploy within two (2) calendar days of CO/COR notification and the other half within seven (7) calendar days. The Contractor shall identify, train, and maintain staff that shall be available for deployment. The Contractor shall prepare a readiness staffing and deployment report in accordance with the requirements identified in the PRS.

1.4.1.5 Reporting

The Contractor shall provide reports to the CO, COR, and Task Monitors (TM), to include a Readiness Staffing and Deployment Report; Monthly Contract Report; Monthly Task Order Report; Annual Report; and Final Report. The types of reports and specific performance requirements for each report are identified in the PRS and Delivery Schedule. The Contractor shall also be required to support other reporting needs as identified by FEMA. FEMA shall provide templates of the reports identified in the Performance Requirements Summary (PRS) and Delivery Schedule to the Contractor 30 calendar days after contract award.

1.4.2. Objective 2 - Professional and Non-Professional Services: The Contractors shall provide professional and non-professional services to FEMA to support implementation of the PA Program. The specific positions, labor categories, and required quantities of services are listed below. The qualifications and associated tasks are further identified in Attachment 2 of the PWS – Labor Categories, Qualifications, and Tasks. Each Contractor shall maintain a total pool of 400 staff for their respective zone.

POSITION (Total Quantity)

Labor Category/Skill Set (Quantity Breakdown)

PROGRAM DELIVERY MANAGERS (165)

Client Liaisons (75) Project Managers (50) Construction Managers (40)

SITE INSPECTORS - minor to medium damage (100)

Construction or Building Inspectors (60) First-Level Civil Engineers (40)

PUBLIC ASSISTANCE CREW LEADERS (25)*

Project Managers (25)

PROJECT SPECIALIST - minor to medium damage (60)* Construction or Building Inspectors (40) First-Level Civil Engineers (20)

SITE INSPECTORS/PROJECT SPECIALIST - major damage (65)

Civil Engineer (10) Electrical Engineer (8) Structural Engineer (8) Engineering Technician (7) Mechanical Engineer (6) Soil/Geotechnical Engineer (6) Architect (5) Geologist (5) Hydrologist (5) Coastal Engineer (1) Hydraulic Engineer (1) Sanitary Engineer (1) Health Scientist (1) Industrial Hygienist (1)

FINANCIAL ANALYST & ACCOUNTANTS (17)

Financial Analysts (8) Certified Public Accountants (3) Financial Analysts (6)

COSTING SPECIALISTS (6)

Professional Cost Estimators (4) Estimators (2)

MITIGATION SPECIALISTS (5)

Engineers (any discipline) / Mitigation Specialists (5)

INSURANCE SPECIALISTS (4)

Commercial Property Insurance Professionals (4)

ENVIRONMENTAL & HISTORIC PRESERVATION SPECIALIST (25)

Environmental Planner (8) Biologist (5)

Archaeologist (5) Architectural Historian (1) Historic Architect (1) Certified Flood Plain Manager (1) Wetlands Specialist (1) Water Quality Specialist (1) Ecologist (1) Horticulturalist (1)

COMPUTER SPECIALIST (1)

Computer Specialist (1)

APPRAISER (2)

Appraiser (2)

DOCUMENT & TRAINING DEVELOPMENT SPECIALIST (6)

General Planners (2) Technical Writers (2) Graphic Artist (2)

COST ESTIMATING FORMAT (CEF) IMPLEMENTATION SPECIALIST (4)

Technical Writers (1) Graphic Artist (1) Estimators (1) General Planners (1)

*The 85 labor category staff in these two positions are not counted in the total 400 staff required by each zone contractor. Instead, they are shared among the PDM and Site Inspector positions.

Additional Overarching Objectives:

• The Contractor must ensure timely deployment of trained and qualified professionals and non-professionals; provide high quality deliverables; provide exceptional customer service and provide cost effective saving measures, all while adhering to budget, schedule, and quality constraints.

• The Contractor shall develop innovative methods, approaches, ideas and guidance to providing technical assistance in order to advance FEMA’s goals of reducing disaster losses, aiding in the recovery process, and simplifying the grant process.

1.4.2 Performance Requirement Summary (PRS) and Delivery Schedule: The Contractor must provide the listed deliverables in Attachment 3. All deliverables will be surveilled in accordance with Exhibit 1 of the

QASP.

1.5 Period of Performance & Place of Performance: Each awarded PA TAC IV contract will have a 1 year base period of performance with four- 1 year option periods. However, each individual task order requirement will determine the period of performance.

The Period of Performance reads as follows:

Base Year: 12 months Option Year I: 12 months Option Year II: 12 months

Option Year III: 12 months Option Year IV: 12 months

The place of performance may include the contractor’s headquarters, area field offices, FEMA offices or other remote locations as designated. The specific locations will be dependent upon the services required and the specific disaster area (zone) supported. The specific place of performance will be determined in each individual task order requirement specified in each Task Order Proposal Request (TOPR).

1.6 General Information

1.6.1 Quality Control Plan (QCP): The contractor shall develop and maintain an effective QCP to ensure services are performed in accordance with this PWS. For the base contract QCP, the contractor shall develop and implement procedures to identify, prevent, and ensure non-recurrence of defective services. The contractor’s QCP is the means by which the contractor assures the work complies with the requirement of the contract. The QCP is to be delivered with the contractor’s proposal. A comprehensive written QCP shall be submitted electronically to the Contracting Officer (CO) and Contracting Officer Representative (COR) within five (5) business days when changes are made thereafter. The contractor shall receive the Contracting Officer’s acceptance in writing.

The contractor shall prepare and adhere to a QCP for use on all open task orders in accordance with the PRS. A QCP template shall be submitted with the Contractor’s proposal and shall be requested and updated to be implemented upon each 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.

1.6.2 Quality Assurance: The government shall evaluate the contractor’s performance under this contract in accordance with the Quality Assurance Surveillance Plan (QASP). This plan is primarily focused on what the Government must do to ensure the contractor has performed in accordance with the performance standards. It defines how the performance standards will be applied, the frequency of surveillance, and the minimum acceptable defect rate(s).

1.6.3 Recognized Federal Holidays:

New Year’s Day Labor Day Martin Luther King Jr.’s Birthday Columbus Day President’s Day Veteran’s Day Memorial Day Thanksgiving Day Independence Day Christmas Day

1.6.4 Hours of Operation: The contractor is responsible for conducting business based upon the hours of operation specified in each task order except Federal holidays or when the Government facility is closed due to local or national emergencies, administrative closings, or similar Government directed facility closings. For other than firm fixed price contracts, the contractor will not be reimbursed when the government facility is closed for the above reasons. The Contractor must at all times maintain an adequate workforce for the uninterrupted performance of all tasks defined within this PWS when the Government facility is not closed for the above reasons. When hiring personnel, the Contractor shall keep in mind that the stability and continuity of the workforce are essential.

1.6.5 Type of Contract: The government will award a hybrid Indefinitely Delivery/Indefinitely Quantity (IDIQ) type contract with Firm Fixed Price (FFP), Time and Material (T&M), and/or Cost Reimbursement (CR) type contract line item numbers (CLINs) on the task orders.

1.6.6 Kick-Off/Post Award Conference/Periodic Partnering Meetings: 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 Contractor agrees to attend any post award meetings convened by the contracting activity or contract administration office in accordance with Federal Acquisition Regulation Subpart 42.5. The contracting officer, Contracting Officers Representative (COR), and other Government personnel, as appropriate, may meet periodically with the contractor to review the contractor's performance. At these meetings the contracting officer will apprise the contractor of how the government views the contractor's performance and the contractor will apprise the Government of problems, if any, being experienced. 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 tasking under the contract. Partnering meetings may be held at either FEMA or the Contractor’s office. These meetings shall be at no additional cost to the government and shall be included as M&A.

1.6.7 Contracting Officer Representative (COR): The COR will be identified by separate letter. The COR monitors all technical aspects of the contract and assists in contract administration. The COR is authorized to perform the following functions: assure that the Contractor performs the technical requirements of the contract:

perform inspections necessary in connection with contract performance: maintain written and oral communications with the Contractor concerning technical aspects of the contract: issue written interpretations of technical requirements, including Government drawings, designs, specifications: monitor Contractor's performance and notifies both the Contracting Officer and Contractor of any deficiencies; coordinate availability of government furnished property, and provide site entry of Contractor personnel. A letter of designation issued to the COR, a copy of which is sent to the Contractor, states the responsibilities and limitations of the COR, especially with regard to changes in cost or price, estimates or changes in delivery dates. The COR is not authorized to change any of the terms and conditions of the resulting order.

1.6.8 Task Monitor (TM): The TM is responsible for individual project management and/or Task Order assignment administration. The TM assists the Contracting Officer Representative (COR) by performing daily oversight to ensure work is performed in accordance with the Task Order and Statement of Work, and provide any other necessary technical guidance to the contractor. A TM does not have authority to request or authorize work to be performed outside the scope of the task order. Each TM works in conjunction with the COR; however, if any discrepancies exist between the direction given by the COR and a Task Monitor to the Contractor, the COR’s direction shall take precedence. If the Contractor is unclear as to the direction provided by a TM or believe the direction to be out of the scope, the Contractor shall contact either the COR or the Contracting Officer as appropriate.

1.6.9 Key Personnel: The follow personnel are considered key personnel by the government: Program Manager, Deputy Program Manager, Contract Manager, and Deployment/Readiness Manager. The contractor shall provide a program manager who shall be responsible for the performance of the work. The name of this person and an alternate who shall act for the contractor when the program manager is absent shall be designated in writing to the Contracting Officer. The program manager or alternate shall have full authority to act for the contractor on all contract matters relating to daily operation of this contract. The program contract manager or alternate shall be accessible to FEMA 24 hours a day, seven (7) days a week to plan for and begin deploying personnel to field locations.

1.6.9.1 Staffing: 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 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.

1.6.9.2 Staffing Compliance (Stafford Act): The contractor will prepare a tracker in their Monthly Task Order report that shows the labor mix on the contract. It will illustrate at least the labor category, number of personnel, monetary value, and local versus non-local firms and any other labor and/or staffing related trend as identified by the CO/COR. In addition, upon request, the contractor will provide an addendum to their personnel report that shows how it intends to maximize to the highest extent practicable the use of local firms to supplement its labor pool in support of this contract. The contractor will be required to meet goals as set by the CO/COR in regards to local versus non local firms.

1.6.10 Identification of Contractor Employees: All contract personnel attending meetings, answering Government telephones, and working in other situations where their contractor status is not obvious to third parties are required to identify themselves as such to avoid creating an impression in the minds of members of the public that they are Government officials. They must also ensure that all documents or reports produced by contractors are suitably marked as contractor products or that contractor participation is appropriately disclosed. All contractor personnel will be required to obtain and wear badges in the performance of their duties at all times.

1.6.11 Contractor Travel: All travel and transportation shall be in accordance with the Federal Travel Regulation (FTR), FEMA’s Travel Policy Manual 122-1-1, and the Federal Acquisition Regulation 31.205-46. The Contractor shall obtain written approval from the COR before initiating any travel arrangements. Contractor will be required to travel CONUS and within the National Capital Region (NCR) during the performance of this contract to attend meetings, conferences, and training. Contractor will be authorized travel expenses consistent with the substantive provisions of the FTR and the limitation of funds specified in this contract. All travel requires Government approval/authorization and notification to the COR.

1.6.12 Other Direct Costs: This category includes travel, reproduction, and shipping expenses associated with training activities and visits to Government facilities. It could also entail the renting of suitable training venues.

1.6.13 Data Rights: The Government has unlimited rights to all documents/material produced under this contract.

All documents and materials, to include the source codes of any software, produced under this contract shall be Government owned and are the property of the Government with all rights and privileges of ownership/copyright belonging exclusively to the Government. These documents and materials may not be used or sold by the contractor without written permission from the Contracting Officer. All materials supplied to the Government shall be the sole property of the Government and may not be used for any other purpose. This right does not abrogate any other Government rights.

1.6.14 Organizational Conflict of Interest: Contractor and subcontractor personnel performing work under this contract may have access to or participate in the development of proprietary or source selection information (e.g., cost or pricing information, budget information or analyses, specifications or work statements, etc.) or perform evaluation services which may create a current or subsequent Organizational Conflict of Interests (OCI) as defined in FAR Subpart 9.5. The Contractor shall notify the Contracting Officer immediately whenever it becomes aware that such access or participation may result in any actual or potential OCI and shall promptly submit a plan to the Contracting Officer to avoid or mitigate any such OCI. The Contractor’s mitigation plan will be determined to be acceptable solely at the discretion of the Contracting Officer and in the event the Contracting Officer unilaterally determines that any such OCI cannot be satisfactorily avoided or mitigated, the Contracting Officer may affect other remedies as he or she deems necessary, including prohibiting the Contractor from participation in subsequent contracted requirements which may be affected by the OCI.

1.6.15 Phase-In Period: To minimize any decreases in productivity and to prevent possible negative impacts on additional services, the Contractor shall have personnel on board, during the thirty (30) day phase in periods, as required by the Contracting Officer. During the phase in period, the Contractor shall become familiar with performance requirements in order to commence full performance of services on the contract start date.

1.6.15.1 - The contractor will submit a Phase-in Plan in accordance with the performance requirements summary (PRS) described in attachment 3.

1.6.15.2 - The contractor will submit an Open Task Order Transition Plan upon request of the contracting officer or COR. The phase-in process is the contractor’s procedures to assume any tasks or work from incumbent contractors on open disasters as stipulated in the PRS.

Part 2

2. Definitions and Acronyms

2.1. Definitions:

2.1.1. Contractor. A supplier or vendor awarded a contract to provide specific supplies or service to the government. The term used in this contract refers to the prime.

2.1.2. Contracting Officer. A person with authority to enter into, administer, and or terminate contracts, and make related determinations and findings on behalf of the government. Note: The only individual who can legally bind the government.

2.1.3. Contracting Officer’s Representative (COR). An employee of the U.S. Government appointed by the contracting officer to administer the contract. Such appointment shall be in writing and shall state the scope of authority and limitations.