SOW 02-17-2009 -posted to Fed Biz.doc

PA TAC III Re-compete

Draft Statement of Work

Appendix A Draft Statement of Work for the Public Assistance Technical Assistance Contracts Prepared by:

Lorine Boardwine

COTR – PA TAC

Chief, PA TAC Management Branch

Public Assistance Division

Disaster Assistance Directorate

Document Id:

PA TAC Statement of Work Date:

February 17, 2009 Project Background

The U. S. Department of Homeland Security’s Federal Emergency Management Agency requires architect-engineer services to support the Public Assistance (PA) Program’s disaster-related operations in accordance with the statutory authority of the Robert T. Stafford Disaster Relief and Emergency Assistance Act, 42 U.S.C. §5121-5206 (hereinafter referred to as the Stafford Act). The PA Program provides supplementary Federal assistance to State and local governments, certain private nonprofit organizations, and Indian Tribes and Alaskan Native Villages under Presidential major disaster declarations to clear debris; implement emergency protective measures for the preservation of life and property; repair or replace infrastructure, such as streets, bridges, and water control facilities; repair or replace public buildings and related equipment; repair or restore public utilities; and repair or restore public recreational facilities and parks. These program activities are highly visible and require the services of professional engineers, consultants, and other related technical specialists with knowledge, experience, and expertise in the professional field of architect-engineer services.

Project Description

The Offeror shall provide architect–engineer, consultant, and other related professional services to FEMA in support of the PA Program and the PA Division’s other programs, which include the Fire Management Assistance Grant Program and the Community Disaster Loan Program. The services shall cover FEMA operations in the 50 United States, the District of Columbia, Puerto Rico, the Virgin Islands, Guam, American Samoa, and the Commonwealth of the Northern Marianna Islands, and augment FEMA’s capacity to respond to natural catastrophes, with emphasis on riverine and coastal flooding, tornadoes, hurricanes, typhoons, earthquakes, and tsunamis, or regardless of cause, any fire, flood, or explosion.

To support the requirements of the PA Program, the Offeror shall be accessible 24 hours a day, seven days a week and be able to identify technical specialists within 48 hours of the Government’s notification. Additionally, the Offeror shall work cooperatively with all entities in which FEMA has entered into a partnership, including other FEMA contractors currently working under similar technical assistance contact awards, to ensure success of FEMA disaster operations and programmatic initiatives.

Overarching Objectives

· Develop innovative methods, approaches, ideas, and guidance to providing technical assistance in order to advance FEMA’s goals of reducing disaster losses and simplifying the grant process.

· Provide efficient and effective management and administration of the overall project to ensure timely deployment of trained and qualified professionals, high quality service, and exceptional customer service, while adhering to budget and schedule constraints.

Parameters

The Offeror shall comply with the most recent version of applicable statutes, regulations, policy and guidance, including, but not limited to, the following:

· Robert T. Stafford Disaster Relief and Emergency Assistance Act, 42 U.S.C. §5121-5206

· 36 Code of Federal Regulations (CFR)—Parks, Forests, and Public Property

· 40 CFR, Parts 1500-1508—Protection of Environment

· 41 CFR, Part 301—Public Contracts and Property Management

· 44 CFR—Emergency Management and Assistance

· 48 CFR—Federal Acquisition Regulations System

· 50 CFR, Part 402, Wildlife and Fisheries

· FEMA 321, Public Assistance Policy Digest

· FEMA 322, Public Assistance Guide

· FEMA 323, Public Assistance Applicant Handbook

· FEMA 325, Debris Management Guide

· Public Assistance Series 9500 – Policy Publications

· Public Assistance Standard Operating Procedures – Series 9570

· Disaster Mitigation Act of 2000

These documents are available online through the FEMA website (http://www.fema.gov) or through the Government Printing Office (www.gpo.gov).

Suggested Project Approach

· Procure up to four (4) Indefinite-Delivery, Indefinite Quantity Task Order (IDIQ) contracts for architect-engineer, consultant, and other related professional services pursuant Brooks Architect-Engineer Act, 40 U. S. C. 1101 et seq. (hereinafter referred to as the Brooks Act), and Federal Acquisition Regulation (FAR) 36.6. The procurement should be classified under the North American Industry Classification System (NAICS) code of 541330 (Engineering Services) with a size standard of $4.5 million.

· The basic IDIQ contract will be structured to allow for the issuance of Time and Materials (T&M) and Firm Fixed Price (FFP) task orders.

· The estimated cost for services is approximately $500 million dollars per contract.

· Contract awards will be subject to the availability of funds.

· Each contract awarded will have an ordering period of one (1) year base period and four (4) one year option period from date of award.

Contract Tasks

The acquisition is comprised of two (2) functional components:

1. Management and Administration

2. Technical Services

These functional components will be supported under two (2) primary contract tasks and their ancillary contract tasks.

Contract Task 1.0 Management and Administration

The Offeror shall provide for the overall management and administration (M&A) of the contract, which includes readiness, project management, train-the-trainer training, and reporting requirements. M&A activities prepare the TACs to support FEMA, meeting the Agency’s objectives of providing Public Assistance in a timely, efficient, effective and consistent manner.

The Government shall issue a Firm Fixed Price Task Order in support of M&A responsibilities detailed below:

1.1 Readiness. The Offeror shall maintain a constant state of readiness. Maintenance of readiness includes the establishment of organizational, management and technical capability required for performance under the contract.

1.1.1 Availability.

The Offeror shall be accessible 24 hours a day, seven days a week.

1.1.2 Deployment.

The Offeror shall have qualified personnel onsite within 48 hours of the Government’s authorization to proceed. Offeror personnel shall arrive on duty fully equipped to perform the assigned tasks.

1.1.3 Staffing.

The Offeror must demonstrate the ability to identify technical specialists within 48 hours of the Government’s notification, the following 300 minimum personnel in the quantities specified, for an eight-month assignment, and of that number, 200 to be available for an additional four months:

Civil Engineer (50); Structural Engineer (50); Architect (20); Construction Inspector (20); Engineering Technician (20); Estimator (20); Planner, General (15); Soils/Geotechnical Engineer (15); Environmental Planner (10); Insurance Specialist (10); Sanitary Engineer (10); GIS Specialist (5); Electrical Engineer (4); Environmental Engineer (4); Mechanical Engineer (4); Accountant (3); Architectural Historian (3); Certified Public Accountant (3); Coastal Engineer (3); Computer Specialist (3); Financial Analyst (3); Health Scientist (3); Historical Architect (3); Landscape Architect (3); Archaeologist (2) Geologist (2); Hydrologist (2). The firm must have one (1) each of the following skills: Appraiser; Arborist; Biologist; Chemical Engineer; Draftsman; Horticulturist; Surveying Technician; Surveyor; Telecommunications Specialist; Wetlands Specialist.

FEMA reserves the right to vary the quantities within the disciplines listed.

1.1.4 Auxiliary Location.

The Offeror shall establish an auxiliary location, within the Continental United States, with the capability of supporting deployment operations in the event that the primary location is incapacitated.

1.2 Project Management.

The Offeror shall utilize the tools and techniques of project management to ensure the successful management and administration of the contract awards. overall development, management, and coordination of the contract. shall specifically describe the strategy for integration of general program management and the method or approach of ensuring continuity and quality.

1.2.1 Project Management Plan.

The Offeror shall document their project management approach in a comprehensive Project Management Plan (PMP) for the Government’s review and approval. The PMP shall be comprised of an Executive Summary, a Concept of Operations, and four (4) annexes: Phase-In/Phase-Out Plan, Staffing Plan, Training Plan, and Quality Control Plan. The Government must approve the PMP and all changes to the PMP. The Offeror’s final PMP is due 30 days after the M&A task order award and shall be updated, as changes occur, but not less than annually. Any updates to the PMP shall be submitted within 30 days of the effective date of the change.

1.2.2 Executive Summary.

The Executive Summary shall describe the Offeror’s business processes. Customer Service. Cultural Diversity.

1.3 Train-the-Trainer Training.

The Government shall provide the Offeror with two (2) train-the-trainer trainings annually, related to FEMA’s programs. The Offeror shall make five (5) staff members available to attend each training. The purpose of the training is to increase the number of instructors who can train contractor personnel, pursuant to the Offeror’s Training Plan and Contract Task 2.??.

1.4 Reporting Requirements.

The Offeror shall provide various reports to FEMA’s Contracting Officers, Contract Specialists, Program Managers, Contracting Officer’s Technical Representatives, and Task Monitors. Several types of reports are identified below; however, the Offeror shall be required to support other reporting needs as identified by the Government.

1.4.1 Monthly Contract Status Report (MCSR).

The Offeror shall submit a MCSR to the COTR and Contracting Officer by the 15th day after each month. If the 15th day falls on a holiday or a weekend, the MCSR is due the next business day. The MCSR is to be submitted in hardcopy by express mail and uploaded to the TACManager.com website in MS Excel and PDF.

The MCSR shall provide a summary of the overall contract status, including:

· The contract totals for dollars obligated and status, and estimated hours expended for the current month and overall contract to date by skill/skill levels usage;

· The current and cumulative hours worked by skill type;

· The total number of personnel working on all Task Order Assignments;

· The start date(s) for the periods when personnel are deployed; and

· Two graphs that depict: Personnel in Field versus Time; and Contract Totals versus. Time.

The MCSR shall also include copies of all Task Order Status Reports, as well as a list of pending actions expected in the next 30/60/90 days.

1.4.2 Task Order Status Report (TOSR).

The Offeror shall submit a TOSR for every open, active task order assignment directly to the Task Monitor, and attach copies all TOSRs to the MCSR for the Contracting Officer and COTR. The TOSR shall provide the Task Order number; work location; brief description of work, and the number of personnel onsite. The TOSR shall also identify deliverables submitted during the month, planned activities for the next month; and problems and proposed corrective actions. The TOSR must be submitted monthly, while the task order remains open and active, and may be submitted more frequently at the request of the Task Monitor.

1.4.3 TAC Manager.com.

The Offeror shall provide electronic real-time Open Action Reports to be readily accessible by the COTR, Contracting Officer, and Task Monitors on the real-time Web reporting site. One Offeror (the highest technically rated firm during evaluations), shall be designated as the FEMA Lead. All other FEMA The Offeror shall cooperate with the designated FEMA Lead and each other in the maintenance and enhancement of the web site.

Responsibilities of the designated FEMA Lead Offeror include, but are not limited to, requirements gathering, programming, and website administration (e.g., hardware (servers), software, licenses). All The Offeror are responsible for ensuring compatibility of systems.

The Open Action Report tracks pending actions and upcoming actions for Task Orders. The report shall include such information as the Task Order number, priority, task description, office assigned to address action, type of action needed including monetary amounts, date submitted, and comments. The report will relate invoices with the work completed, and include a graphic depiction showing the task amount ceiling, projected curve of the burn rate, and the invoiced amount. The report will inform the user about status of the staffing, skills, and progress related to the task’s scope of work.

1.4.4 Annual Report.

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

1.4.5 Final Report.

The Offeror shall submit a final report that documents and summarizes the results of the entire contractual effort, including recommendations and conclusions. The final report shall include tables, graphs, and other visual aids, as necessary to comprehensively explain the results achieved under the contract. The final report shall be submitted to the Government five (5) days prior to expiration of this contract. The Offeror shall submit copies of the report as follows: One copy to the COTR and one copy to the Contracting Officer.

1.5 Partnering Meetings.

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

Contract Task 2.0 Technical Assistance The Offeror shall provide technical assistance in the form of architect–engineer, consultant, and other related professional services to assist FEMA with its support of the Stafford Act’s programs. The technical assistance responsibilities include the following tasks:

2.1 Preliminary Damage Assessments.

The Offeror shall provide technical expertise to assist in Preliminary Damage Assessments (PDAs). PDAs are performed to document damages and determine the impact of a disaster on communities in the affected areas. The information gathered during PDAs provides the basis for State requests and Presidential major disaster declarations. The results of the PDAs shall be documented in writing based on guidance from the Task Monitor.

2.2 Public Assistance (PA) Disaster Operations.

The Offeror shall provide technical expertise to support PA disaster operations. Under the PA Program, FEMA awards grants to State and local governments, and certain private non-profit entities, to assist in the response to, and recovery from, Presidentially declared major disasters. The PA Program can provide assistance for debris removal, emergency protective measures, and permanent restoration of damaged infrastructure

2.2.1 Project Formulation.

Project formulation is the process of identifying the eligible scope of work and estimating the costs associated with that scope of work for each applicant’s projects. The Offeror shall provide professional engineers and other technical specialists to evaluate damaged public facilities and infrastructure and to recommend methods of repair or replacement pursuant to FEMA’s law, regulations, and policies on eligibility.

Damages shall be documented using FEMA Form 90-91, the Project Worksheet (PW) , and applicable attachments. The PW is the primary form used to document the location, damage description and dimensions, scope of work, and cost estimate for each project. The PW is the basis for PA project funding.

FEMA may approve funding based on actual costs or on estimated costs of work to be completed. Three primary methods for determining costs are time and materials, unit cost, and contracts. FEMA uses a cost estimating methodology call the Cost Estimating Format (CEF) for large projects to better estimate total costs during the lifecycle of these projects.

CEF is a forward-pricing model that allows FEMA to account for all possible costs associated with projects for which the base costs of labor, materials, and equipment meet or exceed the large project threshold. CEF relies on the development of a clear definition of the scope of work that is eligible for PA. CEF is comprised of the base cost for completing the project and other job-specific factors, such as other construction costs (e.g., contractor’s supervision costs); construction cost contingencies and budgetary risks; contractor’s home-office overhead, insurance, bonds, and profit; cost escalation over the life of the project; fees for special reviews, plan checks, and permits; reserve for change orders, hidden damages, and differing site conditions after construction starts; and costs to manage the design and construction of the project.

The Offeror shall estimate the cost of repair or replacement of large projects, utilizing industry standards and FEMA’s CEF.

In addition to developing scopes of work and cost estimates for the repair or replacement of damaged facilities, during project formulation the Offeror may also be required to appraise property, evaluate art and functional object conservation, develop benefit cost analyses, and identify hazardous waste.

2.2.2 Project Management.

The Offeror shall provide project management expertise for large public facilities damaged as a result of Presidentially-declared major disasters. Project management may include project planning, conceptual design and coordination. Project Management focuses primarily on the monitoring of applicants’ efforts executing projects and the performance of applicants’ contractors on specific projects.

2.2.3 Project Closeout.

The Offeror shall provide technical expertise to support PA project closeout activities. This includes reviewing and preparing final recommendations on the reconstructed, repaired, or restored work completed by applicants.

2.2.4 Special Considerations.

FEMA uses the term “Special Considerations” to describe issues other than basic program eligibility that affect the scope of work and funding for a project. Timely identification and resolution of Special Considerations issues prior to initiation of disaster-related work is critical to the effective delivery of the PA Program. Special Considerations include the following:

Insurance Considerations. Pursuant to Section 312 of the Stafford Act, the PA Program cannot duplicate benefits from other sources, such as proceeds from an insurance policy. FEMA is required to reduce the amount of assistance for eligible work by the amount of any actual or anticipated insurance proceeds for that work. The Offeror shall provide technical expertise to recommend adjustments to estimated eligible costs for PA projects pursuant to the provisions of applicants’ general property insurance (i.e., all perils except for flood), or the requirements of flood insurance, as defined by the National Flood Insurance Program.

Environmental Compliance. When providing funds under the PA Program, FEMA must consider a range of Federal laws, regulations, and Executive Orders that apply to the use of Federal funds, including:

· The National Environmental Policy Act (NEPA);

· The Endangered Species Act;

· The Clean Water Act;

· The Clean Air Act;

· The Coastal Barrier Resources Act;

· The Coastal Zone Management Act;

· The Farmland Protection Policy Act;

· The Fish and Wildlife Coordination Act;

· The Resource Conservation and Recovery Act;

· The Wild and Scenic Rivers Act;

· Executive Order 11988—Floodplain Management;

· Executive Order 11990—Protection of Wetlands; and

· Executive Order 12898—Environmental Justice.

Reviews consistent with these laws must be completed before FEMA approves funding and before work is started, since the review may identify steps to be taken or conditions to be met before the projects can commence. The size and type of the projects, and project sites and area conditions, generally determine the level of review that must be performed.

The Offeror shall provide technical expertise to:

· Review FEMA’s projects for compliance with environmental regulations and prepare environmental documents (e.g., Environmental Assessments, Environmental Impact Statements) as required in accordance with criteria in 44 CFR Part 10—Environmental Consideration Regulations, and 40 CFR Parts 1500-1508—Council on Environmental Quality (CEQ) Regulations;

· Conduct biological assessments and surveys to determine the existence of, and potential impact to, endangered species in accordance with criteria in 50 CFR Part 402—Interagency Cooperation—Endangered Species Act of 1973, as amended;

· Conduct surveys, assessments, and reviews of other potential areas of impact such as water quality, wetland delineations, sole or principle drinking aquifers, prime farmlands, and other ecologically significant or geographically unique areas; and

· Perform analyses to ensure that all reasonable alternatives have been evaluated in accordance with criteria in 40 CFR Parts 1500-1508, and that these alternatives meet all Federal laws and requirements. The results of the study shall be documented in written reports based on guidance from applicable regulations.

Historic Preservation Compliance. The National Historic Preservation Act requires a Federal agency to consider, before approval of funding, the effects of its activities, referred to as “undertakings,” on any historic property listed in, or eligible for listing on, the National Register of Historic Places. PA projects are considered to be “undertakings” because the projects are funded in whole or part by FEMA.

The Offeror shall provide technical expertise to assist FEMA with the identification of historic properties and the evaluation of the effects of PA projects on historic properties. The Offeror shall also prepare historic reviews and/or historic recordation in accordance with criteria in 36 CFR Part 800—Protection of Historic Properties, Section 106 Review Process. The results of the reviews shall be documented in written reports based on guidance from applicable regulations.

Hazard Mitigation. Hazard Mitigation is defined as cost-effective action taken to prevent or reduce the threat of future damage to a facility. FEMA, the State, or an applicant may recommend that hazard mitigation measures be included in a PW. Furthermore, in some instances, FEMA may require mitigation measures as part of an eligible, approved project.

To be eligible, Section 406 hazard mitigation measures:

· Must be appropriate to the disaster damage and prevent future damage similar to that caused by the declared event;

· Must be applied only to the damaged elements of a facility;

· Cannot increase risks or cause adverse effects to the facility or to other property; and

· Must consist of work that is above and beyond the eligible work required to return the damaged facility to its pre-disaster design.

The Offeror shall develop cost-effective measures to eliminate or reduce future damages to damaged facilities--specifically, to reduce repetitive damage-to-damage public facilities in accordance with Section 205 of the Disaster Mitigation Act of 2000. The Offeror shall also evaluate effectiveness of mitigation measures that have been implemented in accordance with approved Hazard Mitigation Proposals.

2.2.5 Debris and Other Emergency Operations.

The Offeror shall provide technical expertise to evaluate debris operations and emergency protective measures. Emergency protective measures are those activities performed to eliminate or reduce immediate threats to the public, including search and rescue, warning of hazards, and demolition of unsafe structures.

The Offeror may be tasked to provide field monitors to document the daily activity of the debris removal process. Field monitors calculate cubic yards of all types of debris (vegetative, hazardous household waste, construction/demolition, and white goods), and document the quantities on PWs.

2.2.6 Information Technology.

The Offeror shall provide technical expertise to employ Geographic Information Systems (GIS) to facilitate the delivery of the PA Program, and other Stafford Act programs as necessary, in the field during Presidentially declared major disasters.

Additionally, the Offeror shall provide technical expertise to develop documents which are compatible for use under FEMA’s Web Page. The Offeror shall provide recommendations to better distribute documents through web-based applications. Deliverables provided shall be in a digital format compatible for posting on FEMA’s Web Page.

This work requires close coordination with FEMA’s Information Technology Services Division.

2.2.7 Training.

The Offeror shall provide technical expertise to assist in the development of training courses. The Offeror shall provide training aids, instructor guides, and student manuals.

The Offeror shall provide logistical support for, and instructional delivery of, PA Division courses to FEMA, State and local, and contractor personnel. PA Division courses include courses on the PA Program, the Fire Management Assistance Grant Program, and the Community Disaster Loan Program. The Offeror shall utilize cost effective methods in providing logistical support for, and instructional delivery of, training.

2.3 Appeals.

The Offeror shall provide technical expertise to offer recommendations on appeals submitted by applicants in accordance with the provisions of 44 CFR Part 206. The results of the review shall be documented in a written report based on guidance from applicable regulations.

(Note: The Offeror can only review appeals for work that it is not associated, which means that the Offeror cannot review work that it originated, either on behalf of FEMA or the applicant.)

2.4 Customer Satisfaction Surveys.

The Offeror shall provide technical expertise in assisting the PA Division with the development and implementation of surveying tools that measure customer satisfaction and performance for the PA Program.

2.5 Other Stafford Act Programs.

The Offeror shall provide technical assistance and consultant services in support of other Stafford Act programs and initiatives, including the Fire Management Assistance Grant Program, the Community Disaster Loan Program, ESF 14 and Long-Term Recovery planning.

2.6 Financial Analysis.

The Offeror shall provide technical expertise to perform financial analyses on projects as required under the Stafford Act, including applications for Community Disaster Loan Program under the provisions of 44 CFR, Part 206—Subpart K Community Disaster Loans. The Offeror shall review applications for loan cancellations, assess an applicant’s current financial ability to repay a loan, and provide expert witness in litigation. The work shall be documented in a written report based on guidance from applicable regulations.

2.7 Collateral Material.

The Offeror shall provide technical recommendations for handbooks, brochures, criteria, guidelines, reports or other relating types of technical assistance items.

***END DRAFT SOW***

� Examples of public facilities and infrastructure include, but are not limited to buildings, roads and bridges, and utilities (i.e., electrical and water systems).

� The PW includes a description of a disaster-damaged structure or facility, description of damage, recommended scope of eligible work and estimated cost of proposed work.

� A project is considered to be a large project when the approved estimate of eligible costs for an individual project is equal to or greater than $60,900 (FY 2008). While large projects only represent 14 percent of the number of PWs written, they represent 90 percent of the funds obligated.