Attach A - PWS Editorial Support Contract 5-17-2011.pdf

May 17, 2011

PERFORMANCE WORK STATEMENT

U.S. FIRE ADMINISTRATION/NATIONAL FIRE ACADEMY

PROGRAM SUPPORT CONTRACT

BACKGROUND

The National Fire Academy (NFA) is an organizational unit of the U.S. Fire Administration (USFA), which is part of the Department of Homeland Security’s (DHS) Federal Emergency Management Agency (FEMA). It is located on the campus of the National Emergency Training Center (NETC), in Emmitsburg, Maryland. The NFA works to enhance the ability of fire and emergency services and allied professionals to deal more effectively with fire and related emergencies. The NFA’s delivery systems are diverse. Courses are delivered on-campus at the resident facility in Emmitsburg, Maryland, and off-campus throughout the Nation in cooperation with State and local fire training organizations and local colleges and universities. Specialized training courses are developed and continually monitored for quality during the delivery cycle in the following disciplines: executive development, management science, emergency medical services, incident management, planning/information management, hazardous materials, arson, fire prevention, public fire education, first responder health and safety, and terrorism. Additional information pertaining to the USFA, NFA, and the NETC campus may be accessed from the USFA’s web site at www.usfa.dhs.gov

Each year, approximately 9,000 students participate in courses on-campus in Emmitsburg, Maryland (6,000 attend residential courses, course pilots, in-service training, and other special course offerings, while another 3,000 participate in the 2-day on campus program). Approximately 7,000-10,000 additional students annually participate in the NFA sponsored and/or State sponsored "off-campus” and grant-related training courses conducted by the NFA. Support is also provided for another 85,000 students through independent study programs and interactive courses delivered through NFA’s Learning Management System, NFA Online.

Fire and Emergency Medical Services professionals and other emergency responders face a growing spectrum of job responsibilities and hazards. In an effort to assist fire and emergency services departments in meeting their responsibilities and protecting personnel, the USFA Publications Center (USFAPC) provides information resources in many formats including books, pamphlets, CDs, DVDs, videotapes, and kits, free of charge. There are currently 240 items available for order by the public from the USFAPC. In FY09, the USFAPC processed 14,117 orders for 1.3 million publications.

The Hotel-Motel Fire Safety Act of 1990 requires FEMA, through USFA, to maintain the National Master List (NML) of hotels and motels.

The USFA relies on the assistance of contracted non-personal services for the preparation and delivery of training materials, including logistical, word processing, editorial support, media production and support, and conference/meeting support. Logistical, word processing, media http://www.usfa.dhs.gov/� production and support, and conference support services are also needed to support other programs in USFA including printing and maintaining and disseminating information resources through the USFAPC. This Performance Work Statement (PWS) addresses the provision of these services in support of the USFA’s four major programmatic areas:

1) Training; 2) Technology; 3) Data Collection; and, 4) Public Education and Awareness

SCOPE

The scope of this requirement includes the use of non-personal services for professional and administrative support services in support of course development, course delivery, and other program support services for USFA programs. The contractor shall provide the required project management, administrative services, associated scheduled services, and other services described herein. In performing these functions, the contractor shall provide all labor, supervision and administration required. The primary place of performance will be at the NETC, a FEMA government facility located at 16825 South Seton Avenue, Emmitsburg, Maryland, and occasionally off-site.

Contract personnel performing work under this contract must be able to obtain a suitability clearance (Public Trust) through FEMA’s Security Office in order to be permitted access and obtain an identification badge, and must maintain the level of security required for the life of the contract. All contractors hired under this procurement must be a U.S. citizen.

The Contractor shall provide on-site services through the utilization of necessary personnel to accomplish the performance requirements/tasks for the NFA and other USFA program activities starting on September 1, 2011. The NFA delivers approximately 345 on-campus courses per year (including the 2-day courses). In addition, it provides support for over 400 off-campus courses each fiscal year.

The Contractor shall provide the following support for on-campus training delivery: Classroom set-up; preparation, duplication, and mail-out of materials; tracking and coordination activities; media design, production, and support; filing; data base management; and other simulation and training related activities.

The Contractor shall provide the following support for NFA sponsored off-campus training delivery: Preparation, duplication, stocking, shipping, tracking/inventory control, retrieval and quality control of instructional kits containing audiovisual and printed materials. Instructional kits may include but are not limited to: videotapes, audio cassette tapes, CDs, DVDs, and reference publications.

Tasks which the Contractor shall perform in the area of program/logistical support and data processing include: Tracking of both on-campus and off-campus delivery activity including, but not limited to, the NFA's course delivery schedules, course coordination data, pre-course assignment tracking, post-course assignment tracking, instructor assignment and cost data, program support shipment data, instructional kit shipment data, and course delivery data (student information, etc.) Contractor shall produce statistical reports for NFA management and NETC Admissions Office use, as necessary, to provide information regarding program support and delivery activity.

Contractor shall provide administrative/clerical support coordinating conferences, meetings, and special group activities and the recording, transcription, writing, and editing of the proceedings.

The word processing, desktop design and publishing, media production and support, and data support services shall be accomplished primarily by the use of IBM/IBM-compatible computers and several software packages, which will be provided to the Contractor. Examples of software packages used include, but are not limited to: Microsoft Word, Excel, Access, Powerpoint, Filemaker II, MacDraw Pro, Adobe Web Standard CS4 Package (Suite), etc. The Contractor's staff shall have sophisticated production experience with IBM computers and software including, but not limited to, those packages listed above. Contractor shall be knowledgeable of all facets of large format display production, operation of large format printers, laminator/mounters, and file preparation for large format items. All printed course materials shall be produced utilizing desktop publishing programs. Additionally, Contractor's staff shall be required to use other equipment such as CD and DVD copiers.

APPLICABLE DOCUMENTS

2010-2011 and 2011-2012 NFA resident course catalogs (including course schedules) – available at: www.usfa.dhs.gov/nfa/catalog/index.shtm. (Work for option years is anticipated to be similar in effort.)

2010-2011 and 2011-2012 off-campus course schedules are available at:

www.usfa.dhs.gov/nfa/catalog/index.shtm (Work for option years is anticipated to be similar in effort.)

PERFORMANCE REQUIREMENTS

The Contractor shall provide the following services under this contract:

• Administrative, word processing, and related support for course development, delivery, and publication management for both traditional classroom and web-based distance learning.

• Logistical and administrative support for all NFA sponsored on and off-campus training and distance education training activities conducted by NFA and for other selected program activities of the USFA. Work may include pre-training, during training, and post-training activities as specified in the PWS.

http://www.usfa.dhs.gov/nfa/catalog/index.shtm� http://www.usfa.dhs.gov/nfa/catalog/index.shtm�

• Administrative/clerical support in coordinating conferences, meetings, special group activities, and the recording, transcription, writing, and editing of the proceedings for face-to-face, telephone, and web-based meeting formats.

• Establishment and maintenance of a computerized data entry system for course delivery records and NFA course materials including audiovisuals, slide tapes, videotapes, maps, films, CDs, DVDs, and other classroom support requirements.

• Maintenance of the Hotel-Motel Fire Safety Act’s NML.

• Operation of the USFAPC; technical support for printing services; maintenance of printing masters; and, desktop design and publishing services.

• Operation of the USFA Media Production Center (USFAMPC); design and production support for layout and fabrication of posters, large format displays/exhibits, charts, papers, event tags, name plates, certificates, illustrations, murals, collages, and limited photographic support.

SPECIFIC TASKS

Task 1 - Administrative and word processing support related to course development and delivery.

1.1 Course Development: It is estimated that NFA will have approximately 35-40 courses in various stages of development or revision during the year and require editorial support. The NFA develops and delivers courses that include both traditional classroom-based learning as well as technology-based distance learning. As a result, both traditional word processing shall be used for paper-based course materials and web-based design tools, i.e., DreamWeaver (preferred software for web-based editing) and other software to support testing and evaluation will be used for distance learning.

1.1.1 The Contractor shall provide final, camera ready copy of revised course materials developed for printing for pilot and/or regular course deliveries or on-line distance learning course delivery.

1.1.2 The Contractor shall provide support for development team meetings to review draft graphics materials. In each case, the contractor shall prepare an outline of all media requirements and furnish the final production copy of all media products.

There will be at least one such meeting ("walk-through") for each course developed, and some courses may have two or three "walk-throughs."

1.1.3 The Contractor shall develop and produce final copy of computerized graphic and art media that includes but is not limited to: plot plans, simulations, and word organizer slides Software must be compatible with NFA projection and imaging systems, and will be provided by NFA.

1.1.4 The Contractor shall provide final camera-ready copy of all print-based and web-based materials; incorporating all technical review team revisions.

1.1.5 The Contractor shall provide editorial review services and final camera-ready copy of documents and materials that includes but is not limited to: correspondence, reports, proposals, schedules, and class rosters.

1.1.6 The Contractor shall provide support for web-based course content. The Contractor shall make corrections/revisions, or simple conversions from PDF to web-based content for existing NFA courses. NFA is currently using the Adobe Web Standard CS3 Package (Suite) software. Courses are currently developed in a 508 compliant, SCORM 1.2 Dreamweaver template, which will be provided to the contractor, along with a development guide.

1.1.7 The Contractor shall create and provide final copy of exams for NFA’s distance learning courses. PQE software is currently being used to create web-based exams for NFAOnline and will be provided to the contractor.

1.1.8 The Contractor shall provide support for the duplication of CDs/DVDs.

1.2 Course Delivery: The Contractor shall provide editorial and word processing support as required, including format and layout, graphics design, grammar, punctuation, pagination, and proofreading from draft through final stages for course delivery and other programmatic needs as necessary:

1.2.1 The Contractor shall provide final-camera copy of all training and program-related materials that includes but is not limited to: reports, proposals, schedules, rosters, course catalogs/pamphlets and documents in support of USFA/NFA courses/programs.

1.2.2 The Contractor shall provide the necessary services to ensure that all course materials and publications comply with the provisions of the Electronic and Information Technology Clause H.13.

Task 2 – Logistical, administrative, and program support for all on-campus, off-campus, and web-based training activities conducted by NFA and for selected program activities of the USFA

The Contractor shall provide the following logistical and administrative support for NFA training and USFA program activities that include both traditional face-to-face activities as well as web-based training activities:

2.1 The Contractor shall prepare all meeting rooms prior to arrival of course development teams. All computer and audiovisual equipment must be secured and all inventory sheets must be collected.

2.2 The Contractor shall provide all necessary services for scheduling and set up of classrooms and breakout rooms for all 2, 6 and 10-day on-campus courses. This includes set up of furniture in burn buildings and flashover cells as well as the “courtroom” set up for the Interview/Interrogation and Courtroom Techniques course. Contractor shall distribute/collect inventory sheets and will be required to assist with simulation and/or joint training activities and serve in roll-plays to assist with educational outcomes.

2.3 The Contractor shall provide the necessary services to support a variety of on-campus course activities that includes but is not limited to: managing/restricting access to individual classroom settings during special activities, participating in joint training and/or roll-play activities, coordinating in-class/practical exercise support requirements as well as scheduling off-site class activities and providing tours of individual training areas; e.g., arson burn facility.

2.4 The Contractor shall provide the necessary services to ensure that all classrooms are clean and in turn-key condition following the conclusion of each course/meeting, the Contractor shall also be responsible for monitoring/maintaining and tracking the supply and use of all in-class materials including, but not limited to: casting kits/materials, fingerprint cards, evidence collection kits, case files, in-class libraries, DVDs, batteries, radios, etc.

2.5 The Contractor shall duplicate, fold, stuff, prepare mailing labels, and mail (costs of mailing will be borne by USFA/NFA) or send electronically, materials that include but are not limited to: instructor guides, student manuals, press releases, program notices, certificates, letters, course vacancy notices, etc.

2.6 The Contractor shall create certificates and enter information for each student receiving a certificate in the Continuing Education Coordination Board for EMS (CECBEMS) database.

2.7 The Contractor shall maintain records and information on the status of course development materials in production including information and records on the status of media products, reproduction and compatibility of multiple editions, as well as status of typing and editorial work.

2.8 The Contractor shall maintain an archive file with one back up copy of all course materials that are produced.

2.9 For NFA and State sponsored 6 and 10-day off campus deliveries, the Contractor, shall have prototype visual and audiovisual material sets prepared for duplication and reproduction and shipped to off-campus course delivery locations, including packing slips and appropriate inventory control documents.

2.10 The contractor shall provide the GPM 2-day on campus and 2, 6, and 10-day off campus course delivery schedule updates and prepare and transmit appropriate coordination and assessment information, as identified by GPM, to instructors and site coordinators.

2.11 The Contractor shall maintain a database of required kit components for all 6 and 10-day off-campus deliveries and package and ship the required instructional materials to the site host locations. The Contractor shall verify receipt of correct materials and in the event the materials do not arrive on time, the Contractor shall ship instructional kits or replacement components via air express or other mode of special shipment. Such special shipment costs are to be borne by USFA/NFA. However, the Contractor shall take all possible measures to avoid use of this method of shipment. The Contractor shall notify the GPM of potential schedule conflicts based on the availability of instructional kits and ensure that instructional kits are returned and are complete and ready for the next course delivery.

2.12 The Contractor shall contact course hosts, State training offices, Regional Training

Resources and Data Exchange (TRADE) contacts and instructors to double-check receipt of materials, request preliminary rosters, and follow-up on any reported deficiencies.

2.13 The Contractor shall finalize provided materials for the annual course call process for the 2-day on campus and 2, 6, and 10-day off campus programs. The contractor shall initiate and monitor the on-line course call process and track returns. The Contractor shall advise the GPM on a weekly basis of the status of the returns and shall provide the GPM with a list of delinquent returns. The Contractor shall forward a prepared email to State Training Directors and/or State POCs reminding them to check their dashboards for course delivery selections.

2.14 The Contractor shall receive and respond to telephone inquiries from State and local contacts regarding the status of all materials shipped for the 2, 6, and 10-day off campus NFA and State sponsored programs.

2.15 The Contractor shall maintain all NFA and State sponsored 6 and 10-day off campus and grant funded course program files.

2.16 The Contractor shall provide support for the Executive Fire Officer Program (EFOP). The

EFOP is a 4-year program, consisting of four, NFA, 10-day courses: Executive Development (ED), Executive Analysis of Community Risk Reduction (EACRR), Executive Analysis of Fire Service Operations in Emergency Management (EAFSOEM), and Executive Leadership (EL).

2.16.1 The Contractor shall review all class rosters for all EFOP courses obtained from the Admissions database (TIAS) to determine if participants have completed EFOP eligibility requirements prior to course attendance and notify the Executive Development Instructional Systems Specialist of delinquent participants and/or any information needed for clarification/correction.

2.16.2 The Contractor shall maintain file corrected class rosters in hard copy format for each EFOP course

2.16.3 The Contractor shall provide the necessary support for the EFOP Applied Research

Papers (ARPs) based upon the following established procedures (approximately 800 are received each fiscal year):

2.16.3.a Log and enter ARPs into EFOP database.

2.16.3.b Create/update ARP files according to preset standards;

2.16.3.c Assign evaluators according to list provided by Executive Development

Instructional Systems Specialist;

2.16.3.d Print grading sheets and attach to each ARP; make a maximum of 3 copies of each grading sheet and ARP;

2.16.3.e Scan each ARP for (Personally Identifiable Information) PII. If PII is found, return ARP to student for correction. If no PII is found, enter ARP into evaluator logs;

2.16.3.f Mail ARP to evaluators on Friday of each week; mailings shall include all necessary items to facilitate the evaluations, according to preset standards.

2.16.3.g Receive graded ARPs and enter grades into the EFOP database.

2.16.3.h Prepare appropriate (pass/resubmit) letters to EFOP participants.

2.16.3.i File copies of cover letters and ARP in students’ folders.

2.16.3.j File disk copies of ARPs and send final approved copies of evaluated

ARPs to the Learning Resource Center;

2.16.3.k Prepare ARPs with grade of 3.0 and above for posting on USFA/Learning

Resource Center web site.

2.16.3.l Maintain files of EFOP participants ARP records according to established procedures.

2.16.4 Prepare reports for NETC Admissions Office to include ARP completion dates/ graduation dates for EFOP participants.

2.16.5 Determine participants who have not met the established timeline(s) for submission of ARP, prepare cancellation report.

2.16.6 Mail EFOP certificates of completion along with letters, press releases, and photos to graduates of EFOP.

2.16.7 Respond to EFOP voice mail/email.

2.16.8 Provide set-up, note taking support and report-out for the annual EFOP

Symposium.

2.16.9 Collect/transfer ARP data (approximately 800 per year) to a CD-ROM and reproduce CDs on an as-needed basis.

2.16.10 Compile a directory of EFOP graduates and participants, updating the address listings.

2.16.11 Prepare the EFOP Outstanding ARPs for posting on the USFA web site and final distribution.

2.16.12 Review/approve requests for EFOP ARP extensions (approximately 200-250 per year) in accordance with established guidelines and maintain the appropriate records.

2.16.13 Provide support to the EFOP on-line, multi-rater assessment instrument process for each delivery of Executive Development (ED) and Executive Leadership (EL).

The Contractor shall retrieve the class roster from the Admissions database (TIAS) for each offering of ED and EL, send a notification to the students regarding the multi-rater process, follow-up with students who have not completed the requirements and provide revised class rosters including user identification information.

2.17 Contractor shall provide support to track all ARP Evaluator invoice requests.

2.18 The contractor shall provide support for tracking pre- and post-course assignments for each delivery of Executive Skill Series: Leading Diverse Communities Beyond Conflict (ESS:LDCBC) based upon the following established procedures.

2.18.1 Create a filing system whereby the Action Planning Project Forms for each planned

ESS:LDCBC course delivery are stored, notifying the instructor when forms have not been received.

2.18.2 Receive Project Documentation Completion Forms and attach to the corresponding

Action Planning Project Form.

2.18.3 Review the Project Documentation Completion Forms to ensure the project has been satisfactorily attempted and/or completed and notify the NETC Admission’s Office when a Certificate of Achievement should be sent to the course participant;

document and file all information and related materials.

2.19 The contractor shall provide support for tracking pre- and post-course assignments for

Developing Fire and Life Safety Strategies (DFLSS), Fire Service Course Design (FSCD), Organizational Theory in Practice (OTP), Demonstrating Your Fire Prevention Program’s Worth (DYFPPW), Changing American Family at Risk (CAFR), Juvenile Firesetter Intervention Specialist (JFIS) and other courses that may have similar pre and/or post-course requirements. Examples include but are not limited to: Verification of student rosters, distribution of course materials, follow-up with students regarding assignment deadlines, project extensions or other assignment-related matter, file documentation/maintenance, data tracking, verification and notification of completion status, database updates, continuous communication with students and other personnel, and preparation and mailing of correspondence, certificates or other materials.

2.20 Contractor shall provide assistance with the preparation, duplication and distribution of All

Hazard Incident Management Team (AHIMT) Technical Assistance Program (TAP) kits, Emergency Support Function-4 (ESF-4) materials and all Wildland Fire materials.

Task 3 - NFA Sponsored 2-Day On-Campus Program Support

Approximately 20 NFA sponsored 2-day on-campus training programs are offered yearly at the NFA. The courses offered in these programs are identical to those delivered through the NFA sponsored 2-day off-campus training program. The services performed under this contract shall include logistical support necessary for pre- and post-course classroom support for the 2-day on-campus program.

3.1 The Contractor shall ensure an adequate stock of course materials and audiovisual support equipment is available; prepare files, prepare and distribute agendas, set-up classrooms, inventory classroom property and ensure that the property inventory sheet is complete.

Task 4 – NFA and State Sponsored 6 and 10-Day Off-Campus Training Program Support

Approximately 130 NFA and State sponsored off-campus 6 and 10-day training programs are offered yearly. The services performed under this contract shall include logistical support necessary for pre- and post-course support for the NFA and State sponsored 6 and 10-day off-campus training programs.

NFA Sponsored 6 and 10-day Off Campus (Course Call): The contractor shall query TRADE regional representatives and perform the yearly Course Call and coordinate responses.

State Sponsored 6 and 10-day Off Campus (Non Course Call): The contractor shall serve as the focal point when queries are made concerning State sponsored 6 and 10-day Off-Campus requests. The contractor shall provide to the requestor an instruction sheet and a listing of required forms to be completed and returned to the Contractor and provide the following support:

4.1 Enter course call information into the database and verify that no conflicts with course kits exist before submitting to GPM for approval.

4.2 Create files, check course rosters and follow-up with States and other personnel regarding application deadlines.

4.3 Order course materials.

4.4 Check class rosters and mail course materials/kits once course delivery has been confirmed.

4.5 Verify final class roster information with individual training delivery locations, coordinate the preparation of course completion certificates with the NETC Admission’s Office and track and mail the certificates to the course delivery location.

Task 5 - Assistance in administrative and clerical support, recording, transcription, writing, and editing of meeting and conference proceedings; conference planning

Each year, the USFA hosts various conferences, meetings, and special group activities. A myriad of support services is required to ensure a successful event. In addition to face-to-face conference and meeting event, the Contractor shall be required to provide support for telephone and web-based conferencing activities. Examples of annual conferences/meetings/special group requirements include but are not limited to:

• NFA Board of Visitors (up to 4 meetings per year, lasting 2 1/2 days each);

• NFA Board of Visitors Subcommittee Meetings (meetings last 1 to 2 hours and are held via teleconference or web-based conferencing activities)

• NFA specialized meetings: Training Resources and Data Exchange (TRADE); TRADE Co- Chair meetings, Prevention Advocacy Resources and Data Exchange (PARADE); PARADE Co-Chair meetings; and, National Conferences (approximately 3 meetings annually lasting 3-5 days);

• Federal Interagency Committee on Emergency Medical Services (FICEMS) meetings conducted quarterly;

• Fire and Emergency Services Higher Education Conference (conference lasts 3 days)

• EFOP Graduate Symposium (1 annual meeting, lasting 4 days);

• NETC Safety Committee meetings (approximately one each month, lasting not more than 2 hours each);

• USFA specialized program meetings (approximately 3 per year, lasting 3 days)

5.1 The Contractor shall attend pre-planning meetings for each planned meeting and conference, record the minutes, and distribute to designated personnel.

5.2 The Contractor shall develop a standard conference support form.

5.3 The Contractor shall perform services in the following areas based on determination by the program staff at the pre-planning meeting:

5.3.1 Provide administrative services and coordinate tasks with necessary personnel.

This includes planning space and meeting room needs, reserving required space with appropriate staff, identifying audiovisual equipment requirements and coordinating/performing setup, submitting work orders for site support, making arrangements for participants meals, coordinating name badge preparation and miscellaneous other support tasks.

5.3.2 Provide administrative support to guest speakers, participants, and designated government personnel.

5.3.3 Prepare information packets, materials, and/or conference information binders prior to and during conferences and meetings.

5.3.4 Conduct conference registration and distribution of agenda and other materials before and during meetings/conferences.

5.3.5 Record minutes during the meetings/conferences and develop into draft/computer format for review by appropriate staff and make changes as directed by designated USFA Staff.

5.3.6 Collect information from attendees and compile draft and final after action report.

5.3.7 Prepare information, final minutes and after action report for mailing to attendees and other designated individuals. Perform mailing of these documents, including the processing of address labels and the assembling of mail packets and delivery to NETC mailroom for out-mail processing.

5.3.8 Provide stenographic and/or reporting/recording assistance including editorial review, finalization and distribution of the typewritten product.

Task 6 – Sustain and maintain computerized data entry system for course delivery records and inventory management

6.1 The Contractor shall order NFA student manuals utilizing the established FEMA web-based ordering system, logging and tracking all requests and cross-check student manual shipments against initial Student Manual Request Form.

6.2 The Contractor shall maintain a quality control system for all instructional materials used for all on-campus or off-campus course deliveries to ensure they are in proper working order and notify the GPM when the materials are incomplete or in poor working condition.

6.3 The Contractor shall maintain, store, and track, all current originals, dupe masters, negatives, and archived computer data or disks of all course materials used for mass production, including specifications for printing in a vault/cabinet provided by NFA.

6.4 The Contractor shall stock and maintain a mutually agreed upon inventory of all student manuals, instructor guides, course handouts and other course materials for all on-campus and off-campus course deliveries. In addition, the Contractor shall stock and maintain classroom supplies for each scheduled on-campus course and conference.

6.4.1 The Contractor shall prepare printing requests for all course materials based upon inventory status and delivery schedule. Contractor shall track completion of printing requests to ensure timely availability, as well as completeness and accuracy of course materials.

6.5 The Contractor shall update and maintain a list of specified key contacts and produce form letters, labels for mass mailings, and telephone directories utilizing these mailing lists. In addition, the Contractor shall develop as needed, additional mailing lists.

6.6 The Contractor, following a specified format, shall perform word processing, assembly, folding, stuffing, label preparation from computerized mailing lists, and mailing of specialized materials (such as the USFA Annual Report and the NFA BOV Annual Report) and other printed material, as required. The USFA will require 50-60 such mailings per year. The Contractor shall email or fax notices of an urgent nature upon request.

6.7 The Contractor shall be provided off-campus 2, 6, and 10-day class participation data from class rosters. Based on this information, Contractor shall prepare and distribute a quarterly delivery statistical report and annual report for all course deliveries. Contractor shall forward 2, 6, and 10-day class reports to the GPM no later than 15 calendar days following the end of the quarter (based on the Federal fiscal year.)

6.8 The Contractor shall prepare and distribute a quarterly statistical report and an annual report of student manual utilization. Student manual utilization reports shall be forwarded to the GPM no later than 15 calendar days following the end of the quarter.

6.9 The Contractor shall be provided with data elements, information and safety alerts from

USFA by the GPM. Based on this information, Contractor shall prepare specialized statistical reports, including but not limited to, quarterly and annual reports, as required.

Contractor shall prepare approximately 4-5 per year with a maximum of approximately 12- 15 per year.

6.10 The Contractor shall maintain a database of all courses that includes course content, printing edition, and the responsible Training Specialist. In addition, the contractor shall be responsible for publishing and maintaining this information on-line.

6.11 The Contractor shall monitor the NFA Online Help mailbox and distribute incoming emails to the appropriate person.

Task 7 –Maintain the Hotel-Motel Fire Safety Act’s National Master List

The Hotel-Motel Fire Safety Act requires FEMA, through the USFA, to maintain the National Master List (NML) of hotels and motels throughout the United States. The Contractor shall:

7.1 Perform data entry for the estimated 500 Federal Hotel and Motel Fire Safety Declaration

Forms received by USFA each month. The Contractor shall follow established business rules for data entry, check input on the Declaration Form for errors, and make corrections as necessary. Some corrections may involve telephone calls and/or faxes to properties or State points of contact.

7.2 Contact properties and State points of contact related to status when necessary.

7.3 Electronically generate and mail letters of compliance or non-compliance to registered properties.

Task 8 – Operate the USFA Publications Center (USFAPC) and the USFA Media Production Center (USFAMPC); provide technical support for printing services; and provide desktop design, production, and publishing services

8.1 The Contractor shall provide all necessary services to operate the USFAPC Monday through Friday from 7:30 a.m. – 5:00 p.m. and the USFAMPC Monday through Friday from 8:30 a.m.

– 5:00 p.m. and shall perform the following tasks:

8.1.1 Enter orders for publications that are not received through the USFA Web site into the: Publications Ordering and Management System (POMS) or FEMA-designated system. In FY10, 82% of the orders were received through the USFA Web site, and therefore required minimal data processing. In FY10, 91% of orders received were electronically exported for packaging and mailing by staff from the FEMA Distribution Center (FDC) in Frederick, MD.

8.1.2 Process and assign orders for shipping.

8.1.3 Mail orders from the USFAPC.

8.1.4 Track inventory located at the NETC Warehouse and the FDC. NETC inventory will be entered and monitored using POMS or FEMA-designated system. Notify the GPM when inventory at the FDC requires replenishment.

8.1.5 Using POMS, run reports, and add or edit publication records as required to reflect an item’s hard copy or online availability and notify the GPM of all changes.

8.1.6 Replenish inventory as required for the NETC Warehouse.

8.1.7 Stock shelves in the Student Reading Room, storage sections of the USFAPC, and outside the USFAPC on an as needed basis.

8.1.8 Maintain Publications displays and retrieve order forms.

8.1.9 Interface with FEMA Headquarters publications staff and FDC warehouse staff as required to maintain USFA publications.

8.1.10 Respond to routine information requests related to USFA publications through the telephone, email, and U.S. mail.

8.1.11 Maintain a file of official correspondence received by the USFAPC and USFAMPC according to the FEMA Records Maintenance and Disposition Manual.

8.1.12 Provide customer support to students, Government personnel and other visitors to the USFAPC and USFAMPC.

8.1.13 Operate the USFAPC during special events, which may include weekends.

8.1.14 Represent the USFAPC as requested at on- and off-campus activities, such as

TRADE, PARADE, the EFOP Symposium, meetings, and conferences.

8.2 Provide technical support related to printing services to USFA staff and contractors.

8.2.1 Provide technical assistance to USFA staff and contractors on FEMA and Government Printing Office (GPO) printing standards and processes. Technical assistance shall include acquiring estimates from GPO and preparation of FEMA Form 60-3, bindery, proofs, and number of copies to print.

8.2.2 Create and maintain a job file for all printing requisitions. The file will contain forms, correspondence, and working papers, as well as a tracking sheet to record the status of printing requisitions and related print materials from initial job submission to completion.

8.2.3 Maintain a file plan for archived and current publication masters, ensuring they are maintained in a manner conducive to easy location and preservation.

8.2.4 Interface with GPO, GPO Vendors, FEMA Headquarters printing staff and FDC warehouse staff as required to ensure USFA print jobs are prepared and delivered according to specification.

8.2.5 Prepare Excel spreadsheets for budgeting purposes that include projected dissemination of publications and estimated cost to print.

8.2.6 Annually prepare a publications disposition request and send to each USFA staff member with an information product(s) maintained by the USFAPC.

8.2.7 Prepare reports on USFA printing activity as requested by Government personnel.

8.2.8 Respond to routine information requests related to USFA printing through telephone, email and U.S. Postal Service.

8.3 Provide editorial support and desktop publishing services, including design, word processing, and electronic prepress, for the production of USFA information products, e.g., reports, manuals, brochures, fact sheets, training materials, displays, etc. Adobe Creative Suite is the primary desktop publishing software used by the USFAPC.

8.3.1 Follow DHS/FEMA and GPO style guides for USFA information products to convey a consistent look and feel.

8.3.2 Meet with USFA staff as required throughout the document creation and design process.

8.3.3 Perform GPO edits on USFA information products.

8.3.4 Establish and follow a quality control process to ensure requested changes to documents are correctly made.

8.3.5 Prepare GPO Form 952 and pre-flight all digital files for pre-press.

8.3.6 Create accessible versions of desktop publishing deliverables, using DHS-specified accessibility software tools that meet the standards of Section 508 of the Rehabilitation Act and any other DHS requirements. PDF is the primary accessible format currently produced.

8.4 Provide design and production support services.

8.4.1 The Contractor shall provide graphic design support for all approved graphic design requests. Design products shall include several distinctly different types of artwork.

All graphic design products produced will be computer generated unless otherwise specified. The contractor must have the capability to produce required professional drawings, illustrations, cartoons, tables, charts, graphs, 2-D and 3-D animation sequences, and authoring of DVD or other interactive media as required. Graphic programs the Contractor shall be required to work on include, but are not limited to: Adobe, Creative Suite, Macromedia, and Microsoft Suites. Consultation with the requester one or more times may be required in the development and production of products. The contractor shall assist customers with comprehension and visualization of completed products. The contractor shall provide design proofs to illustrate concepts of finished products when required. Contractor shall ensure all files are in the proper format, file size, and color composition. All completed products must meet the requester’s requirements and satisfaction. All products must meet DHS branding standards and be 508 compliant. A Task Request form will be completed for all product requests. Examples of work products include but are not limited to:

• Design layout of various sized posters to include both text and images.

• Design and fabrication of display pieces and large format exhibits.

• Design and production of briefing, status, organizational, training, and other types of charts as requested.

• Printing of various sized displays and exhibits.

• Laminate and mount various posters, charts, papers, and other products.

• Produce event name plates and certificates.

• Design and produce illustrations to be used in various printed or online materials.

• Maintain and modify existing displays and exhibits.

8.4.2 The contractor, on occasion, will provide photographic services for official studio portraits, passports, and still photographs to use in publications, posters, exhibit displays, presentations, and online materials.

8.4.3 The contractor will maintain a digital photo library and update USFA stock images.

8.4.4 The contractor shall track USFAMPC job progress and material/supply usage within an existing database on a daily basis. The USFAMPC GPM will have access to the database.

Task 9 - Inventory and Classroom Monitoring

9.1 The Contractor shall be available on specified days to unlock Building J classrooms and breakout rooms as needed for after-hours work sessions by NFA students. The contractor shall be present in Building J during the timeframe that the rooms remain unlocked. At a time designated by NFA, the contractor shall ensure the room is vacated, inventoried, and locked.

9.2 Once a month, a full inventory schedule shall be established and the contractor shall perform such inventory on all equipment, tables, and chairs in all classrooms and breakout rooms. A report shall be provided to the Property Custodian and Project Officer upon the completion of scheduled inventory.

9.3 Missing equipment shall be reported to Security immediately. Missing and broken equipment shall also be reported to the Training Specialist and Property Custodian.

9.4 Upon completion of each NFA Training Program, the contractor shall perform a visual inventory as soon as is feasible. Any missing equipment shall be reported to Security immediately.

9.5 Check all exterior doors upon arrival and lock if necessary.

Task 10 – Standard Operating Procedures (SOPs)

10.1 The contractor shall establish and maintain standard operating procedures (SOPs) documents that detail all aspects of Tasks 1 through 9 above. SOPs will be provided to the Contracting Officers Technical Representative (COTR) for approval within 6 months of contract award. The contractor shall review and update SOPs as necessary every 6 months throughout the period of performance.

PERFORMANCE STANDARDS

Deliverable Performance Standard

Acceptable Quality Level

Method Used/Frequency

Compliance Level/Date

1.1.1 Final camera-ready

and/or web-based copy.

Provided within parameters as delineated in the PWS and in accordance with NFA guidelines.

100% Customer review/after individual project/task completion.

1.1.2 Individual outlines of

course media requirements and final camera-ready media products.

Provided within parameters as delineated in the PWS.

100% Customer review/after

1.1.3 Computerized

graphic and art media including: plot plans, simulations, word organizer slides, etc.

Provided within parameters as delineated in the PWS.

100% Customer review/after

1.1.4 – 1.1.6 Final camera-ready and/or web-based copy.

Provided within parameters as delineated in the PWS. Final products must be error-free and in accordance with NFA guidelines.

100% Customer review/after

1.1.7 Web-based exams. Provided within

parameters as delineated in the PWS.

100% Customer review/after

1.1.8 CD/DVDs. Provided within

parameters as delineated in the PWS.

100% Customer review/after

1.2.1 Final camera-ready

and/or web-based copy.

Provided within parameters as delineated in the PWS. Final products must be error-free and in accordance with NFA guidelines.

100% Customer review/after

1.2.2 508 compliant

Provided within parameters as delineated in the PWS. All final products must comply with the Electronic Information and Technology Clause H. 13.

100% Customer review/after

2.1 – 2.2 Physical and virtual meeting/classroom space.

Provided within parameters as delineated in the PWS.

100% Customer review/after

2.3 Hands-on support to

aid in the successful delivery of classroom activities.

Provided within parameters as delineated in the PWS.

100% Customer review/after

2.4 Physical and virtual

meeting/classroom space.

Provided within parameters as delineated in the PWS.

100% Customer review/after

2.5 Final copy/distribution

of materials.

Provided within parameters as delineated in the PWS.

100% Customer review/after

2.6 Continuing Education

Coordination Board for

EMS.

Provided within parameters as delineated in the PWS.

100% Customer review/after individual project task

2.7 Master Current Status

Report.

Provided within parameters as delineated in the PWS.

100% Customer review/after

2.8 Maintain archive file

and backup of course materials.

Provided within parameters as delineated in the PWS.

100% Customer review/after

2.9 Duplication and

reproduction. Visual kit assembly, inventory, and distribution.

Provided within parameters as delineated in the PWS.

100% Customer review/after

2.10 Provide course

delivery schedule updates. Prepare and transmit coordination and assessment information to instructors and coordinators.

Provided within parameters as delineated in the PWS.

100% Customer review/after

2.11 Maintain database of

kit components; package, ship, and verify receipt of instructional materials.

Provided within parameters as delineated in the PWS.

100% Customer review/after

2.12 Prepare, ship, and

verify receipt of course sponsor advance packets.

Follow-up on reported deficiencies.

Provided within parameters as delineated in the PWS.

100% Customer review/after

2.13 Annual course call

process.

Provided within parameters as delineated in the PWS.

100% Customer review/after

2.14 Respond to inquiries

regarding ship of materials.

Provided within parameters as delineated in the PWS.

100% Customer review/after

2.15 Maintain program

files.

Provided within parameters as delineated in

100% Customer review/after the PWS. completion.

2.16.1 – 2.16.2 Obtain EFOP class rosters, determine EFOP eligibility, and file by EFOP course.

Provided within parameters as delineated in the PWS.

100% Customer review/after

2.16.3 – 2.16.3.l EFOP Applied Research Papers

Provided within parameters as delineated in the PWS.

100% Customer review/after

2.16.4 – 2.16.7 Provide support to EFOP

Provided within parameters as delineated in the PWS.

100% Customer review/after

2.16.8 – Annual EFOP Symposium.

Provided within parameters as delineated in the PWS.

100% Customer review/after

2.16.9 – 2.16.11 Provide support to EFOP.

Provided within parameters as delineated in the PWS.

100% Customer review/after

2.16.12 - Coordinate process of reviewing requests for EFOP ARP extensions.

Provided within parameters as delineated in the PWS and in accordance with guidelines and parameters established by the Executive Development Instructional Systems Specialist.

100% Customer review/after

2.16.13 - Support EFOP on-line multi-rater assessment instrument process.

Provided within parameters as delineated in the PWS.

100% Customer review/after

2.17 ARP Evaluator

Invoice Reconciliation and Tracking

Provided within parameters as delineated in the PWS.

100% Customer review/after

2.18.1 – 2.18.3 Track pre and post-course assignments for

ESS:LDCBC.

Provided within parameters as delineated in the PWS.

100% Customer review/after

2.19 Track pre and post-

course assignments for

DFLSS, FSCD, OTP,

DYFPPW, CAFR and other courses as required.

Provided within parameters as delineated in the PWS.

100% Customer review/after

2.20 Maintenance of

materials and distribution of AHIMT TAP kits, ESF-4 and Wildland fire materials.

Provided within parameters as delineated in the PWS.

100% Customer review/after

3.1 Administrative and

Logistical support for pre-and post-course classroom support.

Provided within parameters as delineated in the PWS.

100% Customer review/after

4.1 - 4.5 Pre- and post-course logistical support.

Provided within parameters as delineated in the PWS.

100% Customer review/after

5.1 – 5.3.8 Provide support services to conferences, meetings, special group activities, telephone and web-based conferencing activities.

Provided within parameters as delineated in the PWS.

100% Customer review/after

6.1 Order NFA student

manuals.

Provided within parameters as delineated in the PWS.

100% Customer review/after

6.2 Maintain quality

control system for instructional materials.

Provided within parameters as delineated in the PWS.

100% Customer review/after

6.3 Maintain, store, and

track all current originals, dupe masters, negatives, and archived computer data or disks, and specifications for printing of all course materials.

Provided within parameters as delineated in the PWS.

100% Customer review/after

6.4 - 6.4.1 Maintain inventory of SMs, IGs, course handouts, and classroom supplies for each scheduled on-campus course and conference.

Provided within parameters as delineated in the PWS.

100% Customer review/after

6.5 Key Contacts

Computerized Mailing Lists.

Provided within parameters as delineated in the PWS.

100% Customer review/after

6.6 Word processing, assembly, folding, stuffing, and label preparation from computerized mailing lists.

Provided within parameters as delineated in the PWS.

100% Customer review/after

6.7 NFA and State

Sponsored 2, 6, and 10-day off-campus course schedules.

Provided within parameters as delineated in the PWS.

100% Customer review/after

6.8 Student manual

utilization reports.

Provided within parameters as delineated in the PWS.

100% Customer review/after

6.9 Specialized statistical

reports.

Provided within parameters as delineated in the PWS.

100%…