Attachment_1_-_IDIQ_PWS.pdf

Attachment 1

Federal Emergency Management Agency

Doctrine Support for the Response Directorate Assistant Administrator

Performance Work Statement

1. PROJECT TITLE: Federal Emergency Management Agency (FEMA) Doctrine

Support for the Response Directorate Assistant Administrator and the Recovery

Directorate Assistant Administrator.

2. BACKGROUND: The primary mission of the Federal Emergency

Management Agency (FEMA) is to reduce the loss of life and property and protect the Nation from all hazards, including natural disasters, acts of terrorism, and other man-made disasters. The range of FEMA’s responsibilities is broad, far-reaching, and at times complex and controversial. Consequently, FEMA has a need for independent, objective technical analyses on critical issues and actions facing the Agency today and into the future.

The Response Directorate coordinates the federal operational and disaster response capability needed to save and sustain lives, minimize suffering, and protect property in a timely and effective manner in communities that become overwhelmed by natural disasters, acts of terrorism, or other emergencies.

Operational activities include the coordination of all federal emergency management response operations and response preparation, and the integration of federal, state, tribal and local disaster programs. This coordination ensures efficient and effective delivery of immediate emergency assistance to individuals and communities impacted and overwhelmed by these disasters, emergencies, or acts of terrorism.

The Recovery Directorate seeks to support communities in rebuilding so individuals, civic institutions, businesses, and governmental organizations can function on their own, return to normal life, and protect against future hazards.

The directorate is comprised of two divisions the Individual Assistance and Public

Assistance Divisions. The Public Assistance Division assists communities in recovering from the devastating effects of disasters by providing technical assistance and financial grants in an efficient, effective, consistent, and customer-friendly manner. The Individual Assistance Division ensures that individuals and families that have been affected by disasters have access to the full range of

FEMA programs in a timely manner and that the best possible level of service is provided to applicants in the administration of these programs.

The Doctrine Unit of the Response and Recovery Directorates conduct comprehensive reviews and revisions of each directorate’s guiding documents, identifies voids, and creates new documents in order to guide FEMA response operations at the incident, regional, and national levels. The unit reviews, revises, updates and/or develops incident management and support doctrinal materials incorporating NIMS components, terminology, principles, and policies in accordance with Homeland Security Presidential Directive 5 and establishes a hierarchy of doctrine documents. In addition, the Doctrine Unit designs and implements a comprehensive and permanent program for continual development and maintenance of FEMA disaster operations doctrinal materials that guide

FEMA response operations at the incident, regional, and national levels. The

Doctrine Unit develops the materials on which training will be based.

3. SCOPE: The purpose of this effort is to obtain doctrine support services for the

FEMA Response Directorate Assistant Administrator and Recovery Directorate

Assistant Administrator. Doctrine support includes technical editing, facilitation, research and analytic, graphic and writing support. Doctrinal documents will be typed as described below:

Category Characteristics, to include but not limited to:

Estimated Period of

Performance/Level of

Effort # of

Pages # of working groups

Keystone

Describes a mission that applies to multiple groups doing the same activities independently – bringing them under the same tenants, principles, and concepts.

1 year/2000 hours 50-

5 one week sessions

Manual

Describe how to perform a mission covered by a keystone. Describes how to execute the tenants, principles, and concepts discussed in the keystones.

8 months/1700 hours 170-

4 one week sessions

Handbook

A portable reference guide for a compilation of procedures. Require a manual above it.

6 months/1000 hours 200-

4 one week sessions

Guide

A narrowly focused manual that provides more “how to” information than a manual. Requires a manual above it; however each manual does not require a guide.

8 months/1700 hours 100-

4 one week sessions

Procedure

Identifies specific actions and methods for performing single function.

Includes things like lists, timelines, and tasks. Provides “how to” directions.

Can be developed independent of other documents such as such as a manual, handbook, or guide.

6 months/500 hours 20-40 2 one week sessions

Category 1

Revision

Revision involves significant changes to 50%-100% of the document resulting from:

Significant change in doctrine, regulation or policy that is hierarchically superior to the

1 year/2000 hours 5 one week sessions doctrine being considered.

New doctrine, regulation or policy that is hierarchically superior to the doctrine being considered.

Internal changes that have significant impacts to incident management and support personnel.

Category 2

Revision

Revision involves changes to 10%-50% of the document resulting from:

Error or omission in existing doctrine.

Change in technology, practice or method.

Two year cycle completed for doctrinal half-life.

6 months/520 hours 2 one week sessions

4. APPLICABLE DOCUMENTS: Each document type shall be developed in accordance with the framework of the following documents:

1. Robert T. Stafford Disaster Relief and Emergency Assistance Act (Public Law

93-288, as amended, 42 U.S.C. 5121-5207).

2. Title 44 of the Code of Federal Regulations (CFR), Emergency Management and Assistance.

3. Homeland Security Act (Public Law 107-296, as amended, 6 U.S.C. §§ 101 et seq.).

4. Homeland Security Presidential Directive 5 (HSPD-5), 2003.

5. Post-Katrina Emergency Management Reform Act of 2006 (Public Law 109-

295), October 4, 2006.

6. National Response Framework (NRF), January 2008.

7. National Incident Management System (NIMS), December 2008.

8. Incident Management and Support Keystone, January 2011.

9. Presidential Policy Directive 8 (PPD-8), “National Preparedness,” March 30, 2011.

10. National Preparedness Goal, September 2011.

11. National Disaster Recovery Framework, September 2011.

12. National Preparedness System, November 2011.

5. SPECIFIC TASKS:

1. Doctrine Development:

1.1. Development of new doctrinal documents.

The Contractor shall provide assistance and Subject Matter Experts to:

1.1.1. Develop doctrinal documents, as specified in the Task Order, in accordance with NRF, CFR 44, NIMS, NDRF, Stafford Act and other authoritative documents relevant to FEMA’s legal responsibilities. Documents should incorporate workgroup input.

1.1.2. Develop draft doctrine text based on validated, value-added ideas from training exercise and workgroup results. The Contractor shall anticipate drafting concept related doctrinal inputs for the aforementioned documents.

1.1.3. Comment adjudication. Consolidate inputs from stakeholders on various draft documents into a single comment matrix and incorporate approved changes into documents.

1.1.4. Conduct workgroups to validate draft doctrine through facilitation, identification of issues and gaps within the draft and subject related documents for discussion, preliminary outline, draft invites and concepts of operation.

1.1.5. Ensure that documents developed meet the following

specifications:

1. In accordance with applicable Government policies, including proper formatting in line with GPO and DHS house style guidance.

2. Documents shall be based on research and analysis conducted by the Contractor.

3. Documents content shall incorporate workgroup results, validated concepts, proven joint capabilities, lessons learned, and established best practices.

4. Development requirements driven by the revision of

NRF, NIMS, CFR 44, NDRF, Presidential Directive 8, Stafford Act and Doctrine Unit requirements.

1.1.6. Review Lessons Learned, Best Practices, and Insights. In addition to the routine research of lessons learned during doctrine assessment and development, the Contractor shall review and comment on specific draft and final “lessons learned,” “best practices,” and “insights” reports and/or documents as directed by the Doctrine Unit to determine their potential impact on doctrine.

2. Provide recommendations for the revision of documents

2.1. The Contractor shall provide an analysis of documented best practices from exercises and training for use during development and provide written recommendations for the revision of doctrine and determine if there is a need for additional doctrine.

3. Technical Editing and Graphic Support

3.1. Provide technical editorial support to include editing, formatting, and graphic design.

3.2. Collaborate with Federal staff to ensure documents communicate processes and information clearly, concisely and accurately.

3.3. Provide technical assistance in the development of graphics, briefings, and other products supporting document development

3.4. Provide a rigorous quality process that incorporates technical editing, formatting, and peer review by the Contractor prior to documents being submitted.

6. DELIVERABLES AND DELIVERY SCHEDULE:

Task Due Date Deliverable *

Document Project

Management Plan

The Contractor shall provide monthly document development plans for the Doctrine

Unit’s approval. These plans shall include

List of documents in development

List of documents scheduled for development

Spreadsheet maintained with identification of the following:

Contractor’s points of contact for coordination during product development

Due date to Doctrine Unit

Due dates external to Doctrine

Unit

Status of development

Potential risks that will cause delays

Solutions to potential risks.

Recommendations for development and maintenance of document development project(s)

Task 1: DOCTRINE Development

1.1.2 Preliminary

Outline

1 week prior to workgroup

Outline shall include a draft table of contents incorporating statutory requirements, existing doctrine language and documentation regarding the identified subject.

1.1.4 Workgroup

Deliverables

Draft invites 1 month prior to workgroup Initial invite to workgroup members

Schedule, Concept of

Operations, Identification of issues

1 week prior to workgroup

Identification of issues and gaps within the draft and subject related documents for discussion.

Develop Concept of operations to include goals, purpose, schedule objectives and issues/topics to be discussed. This Concept of operations will ensure that requirements for the 25%, 50% and 75% drafts are met.

25%, 50%, and 75%

Drafts

25% Draft 2 weeks after first working group

Completed outline based on initial doctrine unit scoping discussion

Includes a mission statement developed with SME/writing team input for the document that identifies purpose, scope, desired end state, and key tasks

Identifies principle issues to be covered in document and the appropriate level of detail

50% Draft 2 weeks after final working group

Incorporates input from working group discussion and writing assignments

Consists of a content only draft that effectively captures principle themes, concepts and all required content

Addresses all identified issues from the 25% draft

75% Draft 4 weeks after approval of 50% Draft

Refines concepts and level of detail

Provides technical editing and unification of diverse voices from the content only draft

Includes adjudication of comments from the 50% draft

Incorporates graphics support for any figures, tables or diagrams within the document

Comment

Adjudication

1 week after Comment period

Consolidate inputs from stakeholders on various draft documents into a single comment matrix and incorporate approved changes into documents.

Final Document 1 week after final technical editing

Includes adjudication of comments on 75% draft

Final technical edit

Final graphic development

Packaging for executive review, publication and release

Task 2: Revision of Documents

Identified Gap

Recommendations

10 days after reports are provided from the

Exercise and Training task leads

Identify gaps in existing doctrine as a result of exercises and lessons learned from incidents to ensure these gaps are addressed in emerging doctrine.

Provide written recommendations for use in the doctrine development cycle

Incorporation of approved recommendations

10 days after approval

Task 3: Technical Editing and Graphic Support

Technical Editing and

Graphic Support

Federal staff will provide contractor the documents for technical editing support on as needed basis, the support services are expected to be completed within 5 days of receipt by the contractor

Unless otherwise specified, the Contractor must be able to provide written documents in electronic (i.e., source and pdf formats). Electronic copies provided must be compatible with Microsoft Project, Word, Excel, Access, PowerPoint, or other Microsoft Office 2007 software applications. The Contractor must be able to accept and send document files electronically.

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, which is viewable at:

http://www.gpoaccess.gov/stylemanual/browse.html

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.

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 CO. Dissemination of public disclosures includes, but is not limited to:

permitting access of such information by foreign national or by any other person, entity, and publication of technical or scientific papers, advertising, or any other proposed public release. 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.

7. GOVERNMENT-FURNISHED EQUIPMENT AND INFORMATION: The government will provide doctrine documents not publically available.

8. CONTRACTOR-FURNISHED EQUIPMENT AND INFORMATION: The contractor shall provide personnel with workspace, equipment, computers, software, office supplies and related service necessary to perform assigned tasks for work performed at the contractor and government facilities.

9. MEETING FACILITIES

If a FEMA or other Government space cannot be located for work group meetings, alternative space can be proposed by the contractor. The cost of the meeting space shall be pre-approved and found to be fair and reasonable by the

Contracting Officer prior to the contractor incurring any costs for reserving the meeting space. This will be included in the requirements on a task order basis.

10. PLACE OF PERFORMANCE:

Depending upon the task, work shall be performed at the FEMA HQ and at the contractor’s location.

The Contractor may be required to attend frequent meetings and planning sessions for coordination and planning purposes at:

Federal Emergency Management Agency Headquarters

500 C St SW

Washington DC 20472

11. PERIOD OF PERFORMANCE: FEMA anticipates a single award base indefinite-delivery, indefinite quantity contract for one year from date of award with four one-year option periods.

12. SECURITY: All work performed under this SOW is unclassified unless otherwise specified by DHS. All unclassified “For Official Use Only” (FOUO) work is expected to occur at the “medium” level per the NIST 800-60 (FIPS

Security Categorization) and the Federal Information Security Management Act

(FISMA). Any work at the “high” FOUO level per the FISMA, or any work at the classified level, shall be performed on a stand-alone computer system accredited in accordance with the FISMA and applicable DHS policies.

13. LABOR CATEGORIES

Senior Consultant

Description: The Senior Consultant shall serve as a senior leader with experience in project and task management. The Senior Consultant ensures successful task completion within the scheduled timeframe in accordance with the established scope of work, to include both the technical and financial solutions. The Senior Consultant shall organize, direct, and coordinate the planning and production of all activities associated with assigned tasks.

Experience & Education: Minimum of 12 years of relevant experience with experience in writing emergency management documents and Bachelor’s Degree in relevant field.

Consultant

Description: The Consultant is a team member contributing to consulting staff client assignments within specified guidelines. The Consultant shall perform tasks that require practical experience, theoretical understanding, and technical knowledge in emergency management and/or FEMA public assistance and individual assistance programs. The Consultant shall understand the overall purpose of task assignment, identify discussion topics, and develop agendas and concepts of operations for working groups and facilitates meetings.

Experience & Education: Minimum of 5 years of relevant experience and Bachelor’s

Degree in relevant field

Analyst

Description: The Analyst is a senior expert with extensive knowledge and experience in developing and applying analytic methodologies and principles. The Analyst leads the application of analytic techniques and helps define project objectives and strategic direction. The Analyst is responsible for providing leadership and vision to client and project teams around the methodology. The Analyst resolves complex problems, which require an in-depth knowledge of analytic methodologies and principles.

Experience & Education: Minimum of 5 years of relevant experience and Bachelor’s

Degree in relevant field

Writer

Description: The Writer works with consultants and analysts to research, write, edit, and proofread data for use in documents or sections of documents such as manuals, procedures, specifications, special reports, and any other customer deliverables and documents. The Writer shall interpret and write information for documents in an easily understandable language. The Writer shall write original drafting of management operations and business documentation requiring an understanding of the basic concepts, practices and vocabulary relevant to the subject matter. The

Writer ensures documentation is accurate, complete, meets editorial and client specifications, and adheres to standards for quality, graphics, coverage, format, and style.

Experience and Education: Bachelor’s Degree and at least 4 years of experience as a technical writer of specifications, standards, and technical manuals. One additional year of relevant experience can be substituted for each year of education shortfall.

Knowledge of client style guidelines, protocols, and procedures are required.

Technical Editor

Description: The Technical Editor shall provide technical editing to ensure that documents meet Government Printing Office (GPO) standards. The Technical Editor shall review, rewrite, and edit a variety of documents including manuals, guides, and procedures. The Technical Editor shall review documents for errors in grammar, punctuation, syntax, and spelling. The Technical Editor shall check documents for style, readability, and ensure graphics accurately reflect the associated text.

Experience and Education: 5 years of relevant experience and Bachelor’s Degree in relevant field