P00001 HSFE90-12-R-0040 Revised.pdf

PAGE 1 OF 1. REQUISITION NO.

2. CONTRACT NO. 3. AWARD/EFFECTIVE DATE 4. ORDER NO. 5. SOLICITATION NUMBER 6. SOLICITATION ISSUE DATE

a. NAME b. TELEPHONE NO. (No Collect Calls) 8. OFFER DUE DATE/LOCAL

TIME

9. ISSUED BY CODE 10. THIS ACQUISITION IS UNRESTRICTED OR SET ASIDE: % FOR:

SMALL BUSINESS

HUBZONE SMALL

BUSINESS

SERVICE-DISABLED

VETERAN-OWNED

SMALL BUSINESS

WOMEN-OWNED SMALL BUSINESS

(WOSB) ELIGIBLE UNDER THE WOMEN-OWNED

SMALL BUSINESS PROGRAM

ECONOMICALLY DISADVANTAGED

WOMEN-OWNED SMALL BUSINESS

(EDWOSB)

8(A)

NAICS:

SIZE STANDARD:

11. DELIVERY FOR FOB DESTINA-

TION UNLESS BLOCK IS

MARKED

SEE SCHEDULE

12. DISCOUNT TERMS

13a. THIS CONTRACT IS A

RATED ORDER UNDER

DPAS (15 CFR 700)

13b. RATING

14. METHOD OF SOLICITATION

RFQ IFB RFP

15. DELIVER TO CODE 16. ADMINISTERED BY CODE

17a. CONTRACTOR/OFFEROR CODE FACILITY CODE 18a. PAYMENT WILL BE MADE BY CODE

TELEPHONE NO.

17b. CHECK IF REMITTANCE IS DIFFERENT AND PUT SUCH ADDRESS IN OFFER 18b. SUBMIT INVOICES TO ADDRESS SHOWN IN BLOCK 18a UNLESS BLOCK BELOW IS CHECKED

SEE ADDENDUM

19. 20. 21. 22. 23. 24.

ITEM NO. SCHEDULE OF SUPPLIES/SERVICES QUANTITY UNIT UNIT PRICE AMOUNT

(Use Reverse and/or Attach Additional Sheets as Necessary)

25. ACCOUNTING AND APPROPRIATION DATA 26. TOTAL AWARD AMOUNT (For Govt. Use Only)

27a. SOLICITATION INCORPORATES BY REFERENCE FAR 52.212-1, 52.212-4. FAR 52.212-3 AND 52.212-5 ARE ATTACHED. ADDENDA ARE ARE NOT ATTACHED.

27b. CONTRACT/PURCHASE ORDER INCORPORATES BY REFERENCE FAR 52.212-4. FAR 52.212-5 IS ATTACHED. ADDENDA ARE ARE NOT ATTACHED

28. CONTRACTOR IS REQUIRED TO SIGN THIS DOCUMENT AND RETURN _______________ 29. AWARD OF CONTRACT: REF. ___________________________________ OFFER COPIES TO ISSUING OFFICE. CONTRACTOR AGREES TO FURNISH AND DATED ________________________________. YOUR OFFER ON SOLICITATION DELIVER ALL ITEMS SET FORTH OR OTHERWISE IDENTIFIED ABOVE AND ON ANY (BLOCK 5), INCLUDING ANY ADDITIONS OR CHANGES WHICH ARE ADDITIONAL SHEETS SUBJECT TO THE TERMS AND CONDITIONS SPECIFIED SET FORTH HEREIN IS ACCEPTED AS TO ITEMS:

30a. SIGNATURE OF OFFEROR/CONTRACTOR 31a. UNITED STATES OF AMERICA (SIGNATURE OF CONTRACTING OFFICER)

30b. NAME AND TITLE OF SIGNER (TYPE OR PRINT) 30c. DATE SIGNED 31b. NAME OF CONTRACTING OFFICER (TYPE OR PRINT) 31c. DATE SIGNED

AUTHORIZED FOR LOCAL REPRODUCTION (REV. 5/2011)

PREVIOUS EDITION IS NOT USABLE Prescribed by GSA - FAR (48 CFR) 53.212

7. FOR SOLICITATION

INFORMATION CALL: Claudia Patricia Mejia Forte Claudia.Mejia-Forte@fema.dhs.gov

STANDARD FORM 1449

OFFEROR TO COMPLETE BLOCKS 12, 17, 23, 24, & 30 58

SOLICITATION/CONTRACT/ORDER FOR COMMERCIAL ITEMS

HSFE90-12-R-0040 06-27-2012

07-17-2012

8:00 AM EDT

Federal Emergency Management Agency Office of Acquisition Management

500 C Street, S.W., PP 5th Floor Washington DC 20472

X

541990

$14 Million

X

N/A

X

Federal Emergency Management Agency Claudia Patricia Mejia Forte Contract Specialist Claudia.Mejia-Forte@FEMA.DHS.gov

Federal Emergency Management Agency Claudia Patricia Mejia Forte Contract Specialist Claudia.Mejia-Forte@FEMA.DHS.gov

Y

FEMA Finance Center

P.O. Box 9001 Winchester VA 22604

See CONTINUATION Page

See Continuation Page

See CONTINUATION Page

X X

Sam Ansani

HSFE90-12-R-0040 Page 2 of 58

Table of Contents

Solicitation Contract Form Schedule

SECTION I STATEMENT OF WORK

Statement of Work (SOW)

SECTION II: CONTRACT ADMINISTRATION

1.0 Special Requirements

2.0 Non-Disclosure Agreements

3.0 Packaging

4.0 Shipment and Marking

5.0 Conflict of Interest

6.0 Target Audience

7.0 Period of Performance

8.0 Contract Type

9.0 Training

10.0 Administrative Information

10.1 Contracting Officer’s Representative (COR)

10.2 Contracting Officer’s (CO) Authority

11.0 Invoicing

SECTION III: SPECIAL CONTRACT REQUIREMENTS

1.0 Advertisements, Publicizing Awards and News Releases

2.0 Observance of Legal Holidays and Excused Absence

3.0 Non-Personal Services

4.0 Post Award Evaluation of Contractor Performance and Electronic Access to

Contractor Performance Evaluations

5.0 Disclosure of “Official Use Only” Information Safeguards

6.0 Section 508 Compliance

7.0 Post-Award Instructions Regarding Security Requirements For Non-Classified Contracts/Orders

8.0 Small Business Subcontracting Plan

9.0 Telework

SECTION IV: CONTRACT CLAUSES, PROVISIONS, TERMS AND

CONDITIONS

1.0 FAR 52.252-2 Clauses Incorporated By Reference (FEB 1998) FAR 52.216-7 Allowable Cost and Payment. (JUN 2011) FAR 52.216-31Time-and-Materials/Labor-Hour Proposal Requirements—

Commercial Item Acquisition (FEB 2007)

2.0 FAR Clauses Full Text

FAR 52.212-3 Offeror Representations and Certifications—COMMERCIAL

ITEMS (MAY 2011)

FAR 52.212-4 Contract Terms and Conditions—Commercial Items (JUNE 2010) 36 FAR 52.212-5 -- Contract Terms and Conditions Required to Implement Statutes or

Executive Orders -- Commercial Items (May 2012) FAR 52.216-18 Ordering (Oct 1995) FAR 52.216-19 Order Limitations (Oct 1995)

HSFE90-12-R-0040 Page 3 of 58

FAR 52.216-22 Indefinite Quantity (Oct 1995) FAR 52.217-8 Option to Extend Services (NOV 1999) FAR 52.217-9 Option to Extend the Term of the Contract (MAR 2000)

3.0 Homeland Security Acquisition Regulation Clauses And Provisions

HSAR 3052.204-71 (JUN 2006)

HSAR 3052.209-70 Prohibition on contracts with corporate expatriates(Jun2006) 48 HSAR 3052.209-72 Organizational Conflict of Interest. (June 2006) HSAR 3052.215-70 Key personnel or facilities. (DEC 2003) HSAR 3052.242-72 Contracting Officer's Representative (Dec 2003)

SECTION V: INSTRUCTIONS TO OFFEROR AND EVALUATION CRITERIA

1.0 Federal Acquisition Regulation

FAR 52.212-1 Instructions to Offerors—Commercial Items (JUNE 2008) FAR 52.216-1 Type of Contract (Apr 1984)

2.0 Proposal Due Date, Format, and Content

Volume I Technical Proposal Volume II Price Proposal

3.0 Proposal Evaluation

3.1 Evaluation Factors

FAR 52.212-2 Evaluation—Commercial Items. (Jan 1999)

3.2 Factor Definition

3.3 Evaluation Scale

HSFE90-12-R-0040 Page 4 of 58

Continuation Page

SUPPLIES OR SERVICES AND PRICE/COSTS

Consideration -- Time and Material A fixed rate will be established for each labor category using the fixed hourly rates (fully burdened including profit/fee) established under this contract. Travel and Other Direct Costs (ODC) will be reimbursed but shall not be burdened with profit/fee.

The guaranteed minimum for this contract is $10,000.00. The not-to-exceed ceiling amount of the IDIQ including the base period and all option periods is expected to be $9,900,000.00.

LABOR CATEGORIES AND RATES

Base Period

CLIN DESCRIPTION LABOR CATEGORY ON-SITE RATE OFF-SITE RATE

Base Year Labor

Project/Program Manager $ $ Sr. Emergency Management Exercise Planner

Jr. Emergency Management Exercise Planner

Emergency Management Exercise Analyst

Exercise Program Support, Admin & Logistics

Subject Matter Expert $ $ 0002 Travel N/A N/A 0003 Other Direct Costs

(ODCs) N/A N/A

Option Year 1

Option Year 1 Labor

Exercise Planner

Jr. Emergency Management Exercise Planner

Emergency Management Exercise Analyst

Exercise Program Support, Admin & Logistics

Subject Matter Expert $ $ 1002 Travel N/A N/A 1003 Other Direct Costs

(ODCs) N/A N/A

Option Year 2

2001 Option Year 2 Project/Program Manager $ $

HSFE90-12-R-0040 Page 5 of 58

Exercise Planner

Jr. Emergency Management Exercise Planner

Emergency Management Exercise Analyst

Exercise Program Support, Admin & Logistics

Subject Matter Expert $ $ 2002 Travel N/A N/A 2003 Other Direct Costs

(ODCs) N/A N/A

Option Year 3

Option Year 3

Exercise Planner

Jr. Emergency Management Exercise Planner

Emergency Management Exercise Analyst

Exercise Program Support, Admin & Logistics

Subject Matter Expert $ $ 3002 Travel N/A N/A 3003 Other Direct Costs

(ODCs) N/A N/A

Option Year 4

Option Year 4

Exercise Planner

Jr. Emergency Management Exercise Planner

Emergency Management Exercise Analyst

Exercise Program Support, Admin & Logistics

Subject Matter Expert $ $

4002 Travel N/A N/A 4003 Other Direct Costs

(ODCs) N/A N/A

HSFE90-12-R-0040 Page 6 of 58

Department of Homeland Security (DHS) Federal Emergency Management Agency (FEMA)

Response Directorate, Office of Training Exercise and Doctrine, Exercise Unit (TED_EX)

EXERCISE UNIT SUPPORT SERVICES

HSFE90-12-R-0040

June 21, 2012

Section I: Statement of Work

Statement of Work (SOW) Response Directorate, Office of Training, Exercise, and Doctrine- Exercise Unit

1.0 Project Title

Federal Emergency Management Agency (FEMA) Response Directorate, Exercise Unit Program Support

2.0 Background

The Exercise Unit (TED-EX) is a component of the Office of Training, Exercise, and Doctrine (TED) within the Office of Response and Recovery’s (ORR) Response Directorate. TED-EX is responsible for validating the ability of FEMA personnel to provide efficient and effective delivery of emergency management capabilities and for helping ensure overall operational readiness.

The mission of TED-EX is to improve FEMA’s emergency management capabilities through exercises.

Exercises are a valuable mechanism for validating trained, equipped personnel who can demonstrate effective execution of emergency management doctrine, policies, plans, and procedures to achieve the FEMA mission. The TED-EX Exercise Program includes FEMA Exercise and Evaluation Program (EEP) inter/intra agency activities, short-notice exercises, and no-notice Thunderbolts. This comprehensive, well-defined TED-EX Exercise Program is crucial for the foundation of executing the FEMA mission.

These processes promote consistency between exercises to provide a standardized exercise environment for FEMA exercise participants. The processes, based on established tools and comprehensive directions, are necessary for managing and executing organized, well planned, and effective exercises. This ultimately allows FEMA to capture and analyze strengths and areas for improvement, identifying lessons learned and best practices that will continually enhance FEMA’s capability and readiness to serve out its mission.

The Homeland Security Exercise and Evaluation Program (HSEEP) is the national standard for all exercise programs, and provides the baseline exercise guidance for the TED-EX Exercise Program. In order to maintain consistent terminology, the TED-EX Exercise Program will also integrate language and concepts from the National Preparedness Goal, the Target Capabilities List (TCL), and existing exercise programs such as the National Exercise Program (NEP). TED-EX customizes and scales exercises to fit FEMA’s unique demands, while following the guidance of HSEEP for quality exercise management. This includes using standardized exercise document templates developed specifically for TED-EX exercises based on HSEEP templates.

The Exercise Unit is the overall lead and primary coordinator for FEMA intra-agency exercises, and FEMA’s participation in interagency exercises. The Exercise Unit designs, develops, conducts, and evaluates exercises that are specific for FEMA, including no-notice Thunderbolt exercises, operational

HSFE90-12-R-0040 Page 7 of 58 component exercises, and, as appropriate, exercises that involve regional offices. Through exercise conduct, the Exercise Unit evaluates FEMA personnel’s ability to implement plans, doctrine, and processes to identify both strengths and areas of improvement in FEMA’s national and regional incident support and management efforts. By facilitating FEMA participation in external exercises, the Exercise Unit helps to ensure that stakeholders from other departments and agencies understand FEMA’s role in emergency management operations.

TED-EX is responsible for designing, developing, and evaluating exercises conducted exclusively for FEMA. FEMA-specific exercises may include headquarters, regions, deployable assets, or any combination thereof. These exercises can be operations- or discussion-based and may test some, part, or all of a regional or headquarters office or directorate.

Interagency exercises are those conducted across two or more federal, state, or local agencies. As a part of the National Exercise Program (NEP), the National Exercise Division (NED) has responsibility for scheduling, prioritizing, planning, and coordinating these interagency exercises. When FEMA participates in these events, TED-EX is responsible for coordinating, determining, and representing FEMA’s best interest during exercise design and participation. This includes planning FEMA’s scope of play, developing FEMA objectives, evaluating FEMA’s performance, and submitting input to the overall NED interagency materials. For external stakeholders that request FEMA participation outside of the NEP, TED-EX coordinates this participation.

3.0 Scope

The contractor shall assist TED-EX with the design, development, conduct, and evaluation of discussion- and operations-based exercises, which should include FEMA-led interagency exercises, intra-FEMA exercise activities, no-notice Thunderbolt exercise series, and National Exercise Program exercise support that will include the National Level Exercise series and support of an evaluation process that captures issues and best practices of all exercises.

The contractor shall support TED-EX with facilitated discussions and other leading-edge exercise development component formats used to engage FEMA staff and senior leadership in processes that further inform an understanding of specific goals and objectives for exercises. Additionally, some exercise activities may be conducted that support development of new FEMA doctrine and procedures.

Emergency management subject matter expertise will be required to provide unique insights and skills from all aspects of emergency management to design, develop, conduct, and evaluate FEMA exercises.

TED-EX work includes activities that may require security clearance up to or including the Top Secret, (TS) level, but due to the nature of these activities the intermittent schedule for these exercises would be developed only at the request of and by consultation with FEMA leadership. Normally TED-EX Federal staff will be tasked to accomplish any highly classified exercise activities.

The contractor shall be able to support labor surge requirements at short notice and for extended hours to complete task order deliverables under this Indefinite Delivery Indefinite Quantity (IDIQ) contract. The contractor shall be able to provide off site rates. The contractor shall provide staffing plans including those which will meet TED-EX requirements for short-notice exercises (project-specific staffing plans will be handled at the Task Order level).

4.0 Applicable Documents

HSFE90-12-R-0040 Page 8 of 58

The contractor should demonstrate expert knowledge of the following documents:

a. The National Response Framework (NRF)

b. The National Disaster Recovery Framework (NDRF)

c. Presidential Policy Directive 8 (PPD-8)

d. Homeland Security Presidential Directive 8 (HSPD8)

e. Post-Katrina Emergency Reform Act (PKEMRA)

f. The National Incident Management System (NIMS)

g. Homeland Security Exercise and Evaluation Program (HSEEP)

h. Robert T Stafford Act

5.0 Task Summary

The Contractor will demonstrate experience in, and understanding of the following:

a. Developing exercise tools for an approach to conducting no-notice exercises focusing on emergency management capabilities

b. Facilitating emergency management focused planning meetings and exercises

c. Provide planning expertise to design no-notice exercises

d. Design and develop emergency management focused exercises at all levels of the government

e. An effective approach for the development and maintenance of exercise program management tools

f. Providing support in planning preparations for related exercises (FEMA and NEP activities)

g. Designing, developing, conducting, and evaluating exercises that test and validate federal disaster plans, doctrine and emergency management principles

h. Conducting capabilities based exercises to examine and refine disaster operations concepts with federal interagency stakeholders

i. Providing analysis of areas of improvement and/or best practices from exercises

j. Developing After Action Report/Improvement Plan for exercises

k. Developing communications materials such as Exercise Program Frequently Asked Questions

(FAQ), newsletter, and outreach materials to TED-EX stakeholders.

6.0 Specific Tasks

Management control of the project resides with TED-EX. The contractor shall:

a. Support the maintenance of and provide subject matter input to TED-EX program management.

The deliverables shall include comprehensive overarching exercise doctrine, guidance, and processes necessary to maintain an efficient and sustainable exercise program such as:

o Organizational Manual o Strategic Project Management Plan o Strategic Communications Plan o Additional program and policy maintenance documentation as determined at the task order level

b. Develop and maintain an approach to build intra-agency and inter-agency relationships that identify, organize and coordinate stakeholder outreach necessary for the successful execution of exercises and exercise program processes.

c. Maintain a master schedule and work plan for all TED-EX activity.

6.1 No- Notice “Thunderbolt” (TB) Exercise Series Support

No-notice exercises at FEMA, better known as Thunderbolts, are a priority of the Administrator to ensure FEMA personnel are prepared for the roles they must assume when states, communities, HSFE90-12-R-0040 Page 9 of 58 and disaster survivors are most in need of FEMA assistance. Thunderbolts are conducted at the discretion of the TED-EX chain of command. The exercise players do not receive notice until the exercise starts. This no-notice aspect provides a better metric regarding how well FEMA personnel are prepared to execute their assigned roles.

Thunderbolts can be either discussion-based or operations-based exercises and generally are narrow in scope to provide TED-EX the ability to conduct multiple exercises in quick succession.

While the participants receive no advance notice of the exercise, this does not mean that local exercise planners and trusted agents are not aware of the exercise or are not included in the development or conduct of the Thunderbolt. TED-EX still applies the standard scalable planning process to each exercise so they can deliver the highest quality materials and provide the most value to the players.

The contractor shall:

a. Design, develop, conduct, and evaluate no-notice Thunderbolt exercises. The contract team must be prepared for changes to each phase of the exercises, and have the ability to react quickly to conduct exercises at a pace of approximately one exercise every three weeks (this is an average over a 12 month period); however, the contractor must be highly flexible to adjust to schedule changes (both compression and delays). These exercises could be either discussion-based or operations-based exercises. These exercises are generally small in scope to provide the Exercise Unit the ability to conduct a rapid pace of exercises. There may be times when the contractor will be expected to develop and conduct an exercise with only a 24 hour notice (or less). Examples of a no-notice Thunderbolt may range from one-hour communications drills to one-day discussion or functional exercise. The contractor shall provide Thunderbolt exercise support both in the National Capital Region and throughout the ten FEMA regions (international exercises are not anticipated). The contractor also may include locations at Federal, State, and Local government or other facilities not at FEMA Headquarters or Regional Offices throughout the United States.

b. The contractor will provide an exercise design approach, develop planning products, conduct scenario research and development, produce exercise injects/questions, and develop a control and evaluation structure for each no-notice Thunderbolt exercise.

6.2 Exercise Suite of Tools

The contractor will develop an exportable set of exercise materials (commonly termed “FEMA Exercise Suite of Tools”) to assist national, regional and field teams’ ability to design and develop FEMA specific exercises. The contents of the “Tool” may include, but not be limited to exemplar exercise development materials (e.g.: Situation Manuals, Exercise Directives/Plans), scenario and inject materials for notice and no-notice events, evaluation materials (e.g.: Exercise Evaluation Guides), and post exercise materials (e.g.: After Action Reports, Improvement Plans) that conform to FEMA doctrine. The tool will require an information technology solution for developers and eventually the end user to access and employ the content. The Tools shall cover the following FEMA incident management and incident support functional areas:

o Exercise for the National Response Coordination Center (NRCC) o Exercise for the Regional Response Coordination Centers (RRCC) o Exercise for an Incident Management Assistance Teams (IMAT)

a. The contractor shall develop updates to the following exercise documentation as needed:

o Operations Order/Initiation Message

HSFE90-12-R-0040 Page 10 of o Controller/Evaluator (C/E) Debrief o C/E Handbook o C/E Brief o Exercise Evaluation Guide (EEG) o Exercise Handout o Exercise Plan (EXPLAN) o Exercise/Participant Brief o Situation Manual (SitMan) o Master Scenario Events List (MSEL) o Exercise Support Products (e.g.: weather reports, SPOTREPS, SITREPS, ARFs, MAs) o Hotwash Form o Participant Feedback Form o Quick Look Report o After Action Report/Improvement Plan (AAR/IP)

6.3 FEMA-led Interagency Exercise Support

These exercises are led by TED-EX and may involve state, local, and tribal governments, nongovernmental organizations, and elements of the private sector and/or the federal interagency.

The contractor shall:

a. Provide an exercise design approach, develop planning products, conduct scenario research and development, produce exercise injects/questions, develop player briefing materials, develop a control and evaluation structure for discussion or operations based exercises.

b. Facilitate planning conferences and exercise meetings.

c. Develop TED-EX program outreach communications materials to FEMA stakeholders

6.4 National Exercise Program Support

These exercises are led by the NED and may involve state, local, tribal governments, nongovernmental organizations, and elements of the private sector and/or the federal interagency.

TED-EX is responsible for representing FEMA’s role and participation in these exercises. Examples of NEP exercises include: National Level Exercises (NLE) and the Senior Level Exercises (SLE).

The contractor shall:

a. Provide an exercise design approach, develop planning products, conduct scenario research and development, produce exercise injects/questions, develop player briefing materials, develop a control and evaluation structure for discussion or operations based exercises.

b. Facilitate planning conferences and exercise meetings.

6.5 Other National Exercise Program Exercises (NEP)

Interagency exercise support/participation (example: Department of Defense): Other NEP and interagency exercises that require FEMA participation may be scheduled.

6.6 Evaluation Support of all exercises

The contractor shall assist FEMA in evaluating all exercises to identify areas of improvement and/or

HSFE90-12-R-0040 Page 11 of best practices. The contractor shall:

a. Develop evaluation criteria for each exercise based on the objectives and citing (when able)

FEMA plans/doctrine for each exercise.

b. Produce corrective action/improvement plan documentation for each exercise based on exercise evaluations.

7.0 Administration and Oversight

The Contractor shall work closely and coordinate at all times with designated representatives from FEMA, including other contractors. This coordination shall include information sharing of all contract processes, progress reports, and related documents.

a. ORIENTATION/KICK-OFF MEETING: The Contractor shall participate in the official kick-off meeting with FEMA to ensure a clear understanding of responsibilities, timelines, reporting structure, and deliverables required by this SOW. The Contractor shall participate in the official kick-off meeting in FEMA HQ with the FEMA Contracting Officer (CO), Exercise Unit Chief, FEMA Program Managers (PM), and FEMA Contracting Officer’s Representative (COR) to ensure a clear understanding of responsibilities, timelines, reporting structure, and deliverables required by this SOW. The Orientation/Kick-Off Meeting shall be conducted within 10 business days of the Award.

b. TASK ORDER MANAGEMENT WORK PLAN: The Contractor shall submit a Task Order Management Work Plan (TOMWP) to the FEMA PM and COR to ensure the quality, quantity, and timeliness of performance outputs. The Contractor’s TOMWP shall: 1) address in detail all identified tasks, personnel, and deliverables; 2) provide a strategy for the continuous and periodic review and evaluation of the project; and, 3) depict the organization structure and the assignment of functions, duties, and responsibilities. The TOMWP will be reviewed and approved by the FEMA PM and COR before any work commences. Modifications to the TOMWP may be made, if necessary, upon justification to and must be approved by the FEMA PM or Exercise Chief, and the COR.

c. MAINTAIN TED-EX WEEKLY WORK PLAN: The Contractor shall maintain the TED-EX Work

Plan in Microsoft Project and present the Work Plan weekly to the Exercise Unit Chief, FEMA PM, and COR. The TED-EX Work Plan provides a “roll-up” or unified perspective of all Task Order Management Work Plans, pending exercise projects, and exercise program office tasks resourced through TED-EX. It provides the Contractor, Exercise Unit Chief, FEMA PM, and COR to discuss overall program management support issues to TED-EX. The Work Plan covers both specific exercises which the Contractor directly supports, and additional TED-EX activities including forecasted or otherwise pending exercise activities. This may include TED-EX support for which no formal Task Order has been issued by the COR but about which the Exercise Unit Chief, FEMA PM, COR, and the Contractor should maintain awareness, and which would be within the scope of work.).

8.0 DELIVERABLES AND DELIVERY SCHEDULE

Specific deliverables will be defined at the task order level.

9.0 GENERAL DELIVERABLE REQUIREMENTS AND ACCEPTANCE CRITERIA

Final copies of deliverables are required following government review and comment period of draft

HSFE90-12-R-0040 Page 12 of deliverables. The general acceptance criteria for work products under this Statement of Work is described below:

a. Accuracy – Work products shall be accurate in presentation, technical content, and adherence to accepted elements of style.

b. Clarity – Work products shall be clear and concise. Any/all diagrams shall be easy to understand and be relevant to the supporting narrative.

c. Consistency to Requirements – All work products must satisfy the requirements of this

Statement of Work.

d. Format – Work products shall be submitted in hard copy (where applicable) and in media mutually agreed upon by the FEMA PM prior to submission. Hard copy formats shall follow any specified directives or manuals.

e. Timeliness – Work products shall be submitted on or before the due date specified in this Statement of Work or submitted in accordance with a later scheduled date determined by the COR through consultation with the FEMA PM.

All work products must satisfy the requirements and be submitted by the due dates specified in the delivery tables on the task orders issued under this contract.

a. The Contractor shall assist in preparing progress reports, briefings, and other informational documents and presentations to senior FEMA management.

b. The Contractor shall provide deliverables to the FEMA COR. The Contractor shall not publish or otherwise release, use, or disclose any work product generated under this SOW without the express authorization of the FEMA COR.

c. The Contractor shall comply with the Paperwork Reduction Act of 1995.

d. Unless otherwise specified, the Contractor must be able to provide written documents in electronic Microsoft 2007 Applications and hard copy formats. For deliverables, the Contractor shall ensure that all reports are written in clear, concise English without typographical or grammatical errors. The Contractor shall meet all of the report writing guidelines in the United States Government Printing Office Style Manual and the FEMA Style Guide, as appropriate.

e. Any/all electronic and information technology (EIT) procured through this effort must meet the applicable accessibility standards at 36 CFR 1194. 36 CFR 1194 implements Section 508 of the Rehabilitation Act of 1973, as amended, and is viewable at: http://www.section508.gov.

10.0 GOVERNMENT-FURNISHED EQUIPMENT AND INFORMATION

On-site and off-site contractors will be provided with laptop computers and network access (“logical systems access”) to ensure work can be accomplished effectively and efficiently. Contractor access to government logical systems and networks will be determined by the COR in consultation with the Contractor PM. The Contractor’s government furnished equipment and logical systems access will be assigned in accordance with current FEMA directives, policies and procedures.

11.0 PLACE OF PERFORMANCE

The official place of performance for this task order is National Capital Region, specifically the FEMA Headquarters at 500 C Street SW, Washington DC. The contractor must be able to provide off-site performance if needed as well as perform via telework. On-site contractor support will be limited; the majority of support will be requested off-site. Contractor levels will be determine at the task order level and may vary from task order to task order.

HSFE90-12-R-0040 Page 13 of

12.0 PERIOD OF PERFORMANCE

The Period of Performance will consist of a one (1) year Base Period with four (4) one (1) year Option Periods. The effective date for this Indefinite Delivery, Indefinite Quantity (IDIQ) contract will be date of award.

13.0 KEY PERSONNEL AND OTHER LABOR CATEGORY DESCRIPTIONS

The contractor must be capable to provide personnel with active security clearances as required at the task order level. Contractors will also be needed in extended hours depending of the projects needs.

Surge capability of additional personnel on short notice may be needed. Any changes to key personnel must be approved in writing by the FEMA CO prior to initiating performance on this effort. Additional key personnel may be determined on the task order level.

Program/Project Manager (PM) (Key Personnel)

1. Duties and Responsibilities: The PM shall have a documented work history demonstrating success at ever increasing levels of responsibility, project complexity in the areas of managerial expertise related to: program/project management; personnel management, including supervisory and team leadership positions; and, familiarity with the management of government contracts. This person shall be in a senior supervisory position with regard to the contractor’s employees and subcontractors. The PM shall supervise the work effort of contractor and subcontractor employees to ensure that the agreed upon work breakdown schedules, work quality, and performance criteria are met. This individual shall ensure standardize reporting of project and deliverable status, start and finish dates, percent completion on all tasks as well as actual hours and resource allocation for each task. This person shall have a high degree of proficiency in the area of project management. This individual’s performance is based, in large part, on the ability to lead the management team as demonstrated by overall performance, cohesiveness and the effective integration of multiple work products into the performance schedule.

The PM shall exercise control of the contractor staff and ensure close coordination between government and contractor staffs to optimize performance and cross functional planning efforts;

coordinate response and recovery strategies, measurement and reporting; and, minimize cost expenditures. The PM shall be responsible for the quality and content of all deliverables, reports, and recommendations. The PM shall be considered a Key Personnel position, but may not necessarily be required full time, either on-site or off-site.

2. Minimum/General Experience: Ten (10) years of progressively more responsible experience in managing projects, including at least six (6) years of experience managing projects with more than ten

(10) staff, and multiple subcontractors and consultants. Minimum of four (4) years experience in the field of emergency management with particular expertise in disaster operations. Minimum of four (4) years experience in designing, planning and conduct of federal and state level emergency management focused exercises. Demonstrated ability to manage numerous complex, politically sensitive, and time critical support activities simultaneously.

3. Minimum Education: Master’s degree from an accredited institution and Project Management Professional Certification such as from the Project Management Institute. Achievement of FEMA Master Exercise Practitioner Program certification is not necessary but desired. *Please note that Experience cannot be substituted for Education and vice versa.*

Senior Emergency Management Exercise Planning Specialist (Key Personnel)

1. Duties and Responsibilities: The Senior Exercise Planning Specialist shall provide expertise and a demonstrated capability from which to implement the design, development, conduct, and evaluation of

HSFE90-12-R-0040 Page 14 of exercises that are specific for FEMA, including no-notice Thunderbolt exercises, operational component exercises, and, as appropriate, exercises that involve regional offices. Senior Exercise Planning Specialists will assist with the coordination and maintenance of the relationship between the contractor’s staff and stakeholders to optimize performance and cross-functional expertise; coordinate performance, measurement, and reporting; and, minimize cost expenditures. The individuals shall have a sound understanding of the five step planning process, emergency management preparedness programs and principles, including expertise and in-depth working knowledge of applicable documents (Sect. 4.0). Senior Exercise Planning Specialists will also be responsible for project management, ensuring the quality of all deliverables and products; and support project management/task manager teams with ongoing projects as well as new projects. Responsibilities may also include: a) Backing-up the PM based upon availability; b) Maintaining relevant project schedules; participate in maintaining and updating project registers in relation to critical activities and potential delay; and assisting project managers in formulating effective and timely remedial action.

2. Minimum/General Experience: Senior Exercise Planning Specialists will have a minimum eight (8) years progressively more responsible experience in planning and leading the planning of emergency management exercises and related projects. Minimum four (4) years demonstrated experience in the application of DHS HSEEP principles and doctrine while leading the design, development, conduct, and evaluation of exercises. Minimum of four (4) years emergency management experience at the federal level.

3. Minimum Education: BS/BA in a related field from an accredited institution. Achievement of FEMA Master Exercise Practitioner Program certification, advanced degrees, or HSEEP Certification is not necessary but highly desired.

4. Security Clearance: Desired, but not required. *Please note that Experience cannot be substituted for Education and vice versa.*

Junior Emergency Management Exercise Analyst/Planner

1. Duties and Responsibilities: The Junior Emergency Management Exercise Analyst/Planner shall provide a demonstrated capability from which to assist the Senior Emergency Management Exercise Planning Specialist to analyze stakeholder requirements and implement the design, development, conduct, and evaluation of exercises that are specific for FEMA, including no-notice Thunderbolt exercises, operational component exercises, and, as appropriate, exercises that involve regional offices. Junior Emergency Management Exercise Planners will assist in the coordination and maintenance of the relationship between the contractor’s staff and stakeholders to optimize performance and cross-functional expertise; support performance, measurement, reporting, and minimize cost expenditures. The individuals shall have an understanding of the five-step planning process, emergency management preparedness programs and principles, and a significant and working knowledge of applicable documents (Sect. 4.0). Junior Emergency Management Exercise Planners will also support project management to ensure the quality of deliverables and products;

support project management/task manager teams with ongoing projects as well as new projects; and assist to formulate and implement effective and timely remedial actions. Responsibilities may include backing-up Senior Emergency Management Exercise Planners and providing logistical/administrative support.

2. Minimum/General Experience : Junior Emergency Management Exercise Analysts/Planners will have a minimum four (4) years progressively more responsible experience in the planning of emergency management exercises or related projects. Minimum two (2) years demonstrated experience in the

HSFE90-12-R-0040 Page 15 of application of DHS HSEEP principles and doctrine in the design, development, conduct, and evaluation of exercises. Minimum of one (1) year emergency management experience at the federal level.

3. Minimum Education: Bachelor’s Degree. Advanced degrees in related fields are highly desirable but not required.

5. Security Clearance: Desired, but not required. *Please note that Experience cannot be substituted for Education and vice versa.*

Emergency Management Exercise Analyst

1. Duties and Responsibilities: The Emergency Management Exercise Analyst shall provide a demonstrated capability to provide analysis of emergency management stakeholder requirements and support to implement the design, development, conduct, and evaluation of exercises that are specific for FEMA, including no-notice Thunderbolt exercises, operational component exercises, and, as appropriate, exercises that involve regional offices. The Emergency Management Exercise Analyst will assist in the coordination and maintenance of the relationship between the contractor’s staff and stakeholders to optimize performance and cross-functional expertise; and support performance, measurement, reporting and minimize cost expenditures. The individuals shall have an understanding of the five-step planning process, emergency management preparedness programs and principles, including a working knowledge of applicable documents (Sect. 4.0).

Emergency Management Exercise Analysts will also support project management to ensure the quality of deliverables and products; support project management/task manager teams with ongoing projects as well as new projects; and assist to formulate and implement effective and timely remedial actions. Responsibilities may include backing-up Junior Emergency Management Exercise Planners, and providing logistical/administrative support.

2. Minimum/General Experience: Emergency Management Exercise Analysts will have a minimum one (1) year progressively more responsible experience in the support of emergency management exercise planning and related projects. Minimum one (1) year demonstrated experience in the application of DHS HSEEP principles and doctrine in the design, development, conduct, and evaluation of exercises. Minimum one (1) year work as an analyst in emergency management policies, programs, and procedures supporting federal agencies. Minimum of one (1) year emergency management experience at the federal level.

3. Minimum Education: Bachelor’s Degree from an accredited institution. Advanced degrees in related fields are highly desirable but not required.

4. Security Clearance: Desired, but not required. *Please note that Experience cannot be substituted for Education and vice versa.*

Subject Matter Expert

1. Duties and Responsibilities: Subject Matter Experts (SME) are responsible for providing extensive emergency management knowledge in a specific field which the core exercise planning team does not maintain on a full time basis (e.g., state/local emergency management, IND, CBRNE, transportation, communications, logistics, HAZMAT, energy, security, disaster response and recovery, evacuations, Air Operations, infrastructure, engineering, medical systems, fire, search and rescue, natural resources, energy, public safety/security, and public messaging, and/or

HSFE90-12-R-0040 Page 16 of facilitation). The SME would be called upon to provide planning knowledge in a specific area and assist in facilitating solutions to identified issues. Facilitation can come in the form of applying first-hand knowledge in the identified area or utilizing contacts in that area to generate fact finding sessions. Specific responsibilities of the SME would vary by task and be identified by the Project Manager.

2. Minimum/General Experience: Each Subject Matter Expert shall have a minimum of fifteen (15) years of emergency management experience in their specific area of expertise.

3. Minimum Education: Bachelor’s Degree from an accredited institution. Advanced degrees in related fields are highly desirable but not required.

4. Security Clearance: Desired, but not required. *Please note that Experience cannot be substituted for Education and vice versa.*

Exercise Program Support (Logistical and Administrative)

1. Duties and Responsibilities: Assists with the development of work plans and spend plans, and analysis. Prepares minutes of facilitation meetings and produces meeting summary reports. Drafts and edits material in preparation for print and online versions. Shall provide support that also includes the following:

Performs document quality assurance by reviewing and editing documentation materials, incoming and outgoing, for accuracy, consistency, repeatability, and detail. Assists Program Managers, Project Leads, Team Leads, and associated personnel with creating and disseminating written materials.

Maintain and update the supporting documentation (Functional and Technical) for the TED-EX Exercise Program.

Scribes minutes of meetings to preserve the actions items, commitments, and discussion held in meetings.

Provide logistical and travel arrangement support to exercise projects and the TED-EX program office.

2. Minimum/General Experience: Experience writing and editing publications, including technical documents such as needs assessments, productivity improvement plans, quality assurance/quality control plans, research reports, and statistical analyses. Excellent task-management and writing skills required, as is the ability to analyze, synthesize, and condense text that includes survey terminology and is intended for use by non-technical lay audiences. For publications printed and distributed by government clients, also requires demonstrated knowledge of writing, editing, style guidelines, and printing regulations of the Government Printing Office. Experience in emergency management and related exercises desired but not required.

3. Minimum Education: Bachelor’s degree.

4. Security Clearance: Desired, but not required.

14.0 TRAVEL

All travel conducted under this IDIQ will be in accordance with the current Federal Travel Regulations (FTR). All requests for travel must be approved, in advance and in writing, by the COR. All travel must be directly related to the Scope of Work and tied directly to task orders and specific objectives. Travel expenses invoiced to the Government shall be in accordance with FTR and must include the

HSFE90-12-R-0040 Page 17 of appropriate receipts. The Government will not reimburse expenditures that exceed the FTR and are not in the documented Scope of Work outlined in this document. The government will not approve travel status within 50 miles of the established place of performance. Approved local travel less than 50 miles shall be reimbursed at cost.

15.0 SECURITY

All personnel must be cleared and badged by FEMA security prior to beginning work on the task order issues under this IDIQ. All personnel working under this IDIQ are required to complete the FEMA security process. Contractor must complete e-QIP packages within 2 weeks of award. All contractor personnel must complete FEMA Computer Security Training immediately upon attaining access to FEMA Automated Information Systems (AIS) and logical systems. Contractor personnel shall not access FEMA facilities (except visitor entry to FEMA to attend Orientation/Kick-Off meeting and set-up) or AIS until these processes are complete. Any deviation from policy may result in immediate removal from this task order and loss of consideration for hiring on future efforts. It is the contractor’s responsibility that all contractor personnel meet security, access, and badge requirements at all times.

The Contractor shall report to the FEMA Security Office any and all adverse information brought to their attention concerning employees performing under this contract. The report shall include the employee’s name and social security number, along with the adverse information being reported. Termination of employment of an employee does not obviate the requirement to submit this report. Reports based on rumor or innuendo shall not be submitted to the DHS Security Office.

Release of Information: All information relating to the items to be delivered or services to be performed under this contract may not be disclosed by any means without prior approval of the Contracting Officer. The Contractor shall provide adequate physical protection to such information so as to preclude access by any person or entity not authorized such access by the Government.

The Contractor is responsible to report all immediate or pending separations of contractor staff to the COR when such separations are identified. Federal access badges, government furnished equipment, and miscellaneous properties and documents pursuant to this business agreement must be returned to the COR.

End of Section I

HSFE90-12-R-0040 Page 18 of

SECTION II: CONTRACT ADMINISTRATION

1.0 Special Requirements

Not Applicable

2.0 Non-Disclosure Agreements

All selected contractor personnel assigned to work on this project shall be required to sign a non-disclosure statement regarding key aspects of the project and project content.

3.0 Packaging

Preservation, packing and packaging of items for shipment shall be in accordance with commercial practice and adequate for acceptance by common carrier for safe transportation at the most economical rates.

4.0 Shipment and Marking

The Contractor shall mark all shipments under this contract with the contract number and the intended recipients‘ name. This same data shall also be included on the following:

(a) shipping documentation;

(b) invoices; and

(c) correspondence pertaining to a particular delivery.

NOTE: Failure to mark all packages, boxes, etc., as indicated above, may result in return of the shipment at the contractor‘s expense.

5.0 Conflict of Interest

The contractor shall not employ any person who is an employee of the United States Government, if that employment would or would appear to cause a conflict of interest.

6.0 Target Audience

FEMA Response directorate, Exercise Unit will be the recipient of the services procured on this contract.

7.0 Period of Performance

The period of performance for this contract is as follows:

Period Dates Base Period 12 months (TBD) Option Period 1 12 months (TBD) Option Period 2 12 months (TBD) Option Period 3 12 months (TBD) Option Period 4 12 months (TBD)

8.0 Contract Type

The contract will be a Hybrid Contract consisting of Time-and-Materials (T&M) CLINs, and cost reimbursement CLINs for travel and Other Direct Costs. The government intends to award one (1) IDIQ contract as a result of this solicitation

9.0 Training

The Government will not allow costs, nor reimburse costs associated with the Contractor training employees in an effort to attain and/or maintain minimum personnel qualification requirements of this contract.

HSFE90-12-R-0040 Page 19 of

10.0 Administrative Information

The primary FEMA points-of-contact for this project are:

10.1 Contracting Officer’s Representative (COR)

The Contracting Officer has designated the COR to assist in monitoring the work under this contract.

The COR is responsible for the technical administration of the contract and technical liaison with the Contractor. The COR IS NOT authorized to change the scope of work or specifications as stated in the contract, to make any commitments or otherwise obligate the Government or authorize any changes which affect the contract price, delivery schedule, period of performance or other terms or conditions.

The Contracting Officer is the only individual who can legally commit or obligate the Government for the expenditure of public funds. The technical administration of this contract shall not be construed to authorize the revision of the terms and conditions of this contract. Any such revision shall be authorized in writing by the Contracting Officer.

10.2 Contracting Officer’s Representative (COR)

Robert Root Robert.Root@FEMA.DHS.gov

10.2 Contracting Officer’s (CO) Authority

A warranted Contracting Officer is the only person authorized to issue modifications to the contract, approve changes in any of the requirements, or obligate funds. Notwithstanding any clause/provision contained elsewhere in this contract, the authority to modify the contract remains solely with the Contracting Officer. If the Contractor makes any contract changes at the direction of any person other than the Contracting Officer, the change will be considered to have been made without authority and no adjustment will be made in the contract to cover any increases in charges that may result.