HSFEHQ-11-R-0029.pdf

1. THIS CONTRACT IS A RATED ORDER RATING PAGE OF PAGES

UNDER DPAS (15 CFR 700)

2. CONTRACT NUMBER 3. SOLICITATION NUMBER 4. TYPE OF SOLICITATION 5. DATE ISSUED 6. REQUISITION/PURCHASE NUMBER

SEALED BID (IFB)

NEGOTIATED (RFP)

7. ISSUED BY CODE 8. ADDRESS OFFER TO (If other than Item 7)

NOTE: In sealed bid solicitations "offer" and "offeror" mean "bid" and "bidder".

9. Sealed offers in original and ________________7_____________ copies for furnishing the supplies or services in the Schedule will be received at the place specified in Item 8, or if hand carried, in the depository located in

Until 2:00 PM EST local time _______________________ (Hour) (Date)

CAUTION - LATE Submissions, Modifications, and Withdrawals: See Section L, Provision No. 52.214-7 or 52.215-1. All Offers are subject to all terms and conditions contained in this solicitation.

A. NAME B. TELEPHONE (NO COLLECT CALLS) C. E-MAIL ADDRESS

AREA CODE

202 646-3361 WAYNE.SOK@FEMA.GOV

NUMBER EXT.

(X) SEC. DESCRIPTION PAGE(S) (X) SEC. DESCRIPTION PAGE(S)

PART I - THE SCHEDULE PART II - CONTRACT CLAUSES

A SOLICITATION/CONTRACT FORM 1 I CONTRACT CLAUSES 14

B SUPPLIES OR SERVICES AND PRICES/COSTS 2 PART III - LIST OF DOCUMENTS, EXHIBITS AND OTHER ATTACH.

C DESCRIPTION/SPECS./WORK STATEMENT 10 J LIST OF ATTACHMENTS 1

D PACKAGING AND MARKING 1 PART IV - REPRESENTATIONS AND INSTRUCTIONS

E INSPECTION AND ACCEPTANCE 1

F DELIVERIES OR PERFORMANCE 1

G CONTRACT ADMINISTRATION DATA 2 L INSTR., CONDS., AND NOTICES TO OFFERORS 15

H SPECIAL CONTRACT REQUIREMENTS 17 M EVALUATION FACTORS FOR AWARD 6

K REPRESENTATIONS, CERTIFICATIONS AND OTHER 9

STATEMENTS OF OFFERORS

NOTE: Item 12 does not apply if the solicitation includes the provisions at 52.214-16, Minimum Bid Acceptance Period.

12. In compliance with the above, the undersigned agrees, if this offer is accepted within ________ calendar days (60 calendar days unless a different period is inserted by the offeror) from the date for receipt of offers specified above, to furnish any or all items upon which prices are offered at the price set opposite each item, delivered at the designated point(s), within the time specified in the schedule.

13. DISCOUNT FOR PROMPT PAYMENT 10 CALENDAR DAYS (%) 20 CALENDAR DAYS (%) 30 CALENDAR DAYS (%) CALENDAR DAYS (%) (See Section I, Clause No. 52-232-8)

14. ACKNOWLEDGEMENT OF AMENDMENTS AMENDMENT NO. DATE AMENDMENT NO. DATE

(The offeror acknowledges receipt of amendments to the SOLICITATION for Offerors and related documents numbered and dated:

CODE FACILITY 16. NAME AND TITLE OF PERSON AUTHORIZED TO SIGN OFFER 15A. NAME AND

ADDRESS

OF OFFEROR

(Type or print)

15B. TELEPHONE NUMBER 17. SIGNATURE 18. OFFER DATE

AREA CODE NUMBER EXT. 15C. CHECK IF REMITTANCE ADDRESS IS DIFFERENT FROM

ABOVE - ENTER SUCH ADDRESS IN SCHEDULE

19. ACCEPTED AS TO ITEMS NUMBERED 20. AMOUNT 21. ACCOUNTING AND APPROPRIATION

22. AUTHORITY FOR USING OTHER THAN FULL AND OPEN COMPETITION: 23. SUBMIT INVOICES TO ADDRESS SHOWN IN ITEM (4 copies unless otherwise specified)

10 U.S.C. 2304(a) ( ) 41 U.S.C. 253(c) ( )

24. ADMINISTERED BY (If other than Item 7) 25. PAYMENT WILL BE MADE BY CODE CODE

26. NAME OF CONTRACTING OFFICER (Type or print) 27. UNITED STATES OF AMERICA 28. AWARD DATE

IMPORTANT - Award will be made on this Form, or on Standard Form 26, or by other authorized official written notice.

(Signature of Contracting Officer)

(REV. 9-97)

10. FOR INFORMATION CALL:

11. TABLE OF CONTENTS

AUTHORIZED FOR LOCAL REPRODUCTION STANDARD FORM 33

Previous edition is unusable Prescribed by GSA-FAR (48 CFR) 53.214(c)

SOLICITATION, OFFER AND AWARD

SOLICITATION

OFFER (Must be fully completed by offeror)

AWARD (To be completed by Government)

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HSFEHQ-11-R-0029

X 03/29/2011

Federal Emergency Management Agency Office of Acquisition Management

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

April 29, 2011

Federal Emergency Management Agency/FFC

P.O. Box 800 Berryville VA 22611

HSFEHQ-11-R-0029 Section B

B-1

PART I - THE SCHEDULE

SECTION B -SUPPLIES OR SERVICES AND PRICE/COSTS

B.1 TYPE OF CONTRACT

This contract is a hybrid Fixed Price Award Fee (FPAF), Cost Plus Award Fee, (CPAF).

B.2 PRICE/COST SCHEDULE

The Contractor shall provide all labor, materials, and facilities, (except as may be expressly set forth in this contract as furnished by the Government) necessary to furnish the items below in accordance with the Description/Specifications/Priorities Statement in Section C.

CLIN Description Quantity Unit Total

Amount

BASE YEAR (12 Months from date of award) FPAF-Program Management;

Business/Operations Architecture; Letter of Map Change Clearinghouse; IT Hosting; NFHL Data Management; Risk MAP Data Management; Map Service Center; FMIX Call Center, TRANSITION from predecessor contractor. 1 LOT $

0002 FPAF Base Year-Award Fee 1 LOT $

TOTAL FOR BASE YEAR $

OPTION YEAR 1 (12 Months from option exercise) FPAF-Program Management;

Business/Operations Architecture; Letter of Map Change Clearinghouse; IT Hosting; NFHL Data Management;

Risk MAP Data Management; Map Service Center; FMIX Call Center 1 LOT $

1002 FPAF Option Year 1-Award Fee 1 LOT $

TOTAL FOR OPTION YEAR 1 $

OPTION YEAR 2 (12 Months from option exercise) FPAF-Program Management;

Business/Operations Architecture; Letter of Map Change Clearinghouse; IT Hosting; NFHL Data Management;

Risk MAP Data Management; Map Service Center; FMIX Call Center 1 LOT $

2002 FPAF Option Year 2-Award Fee 1 LOT $

TOTAL FOR OPTION YEAR 2 $

OPTION YEAR 3 (12 Months from option exercise) FPAF-Program Management;

Business/Operations Architecture; Letter of Map Change Clearinghouse; IT Hosting; NFHL Data Management; Risk MAP Data Management; Map Service Center; FMIX Call Center, 1 LOT $

3002 FPAF Option Year 3-Award Fee 1 LOT $

TOTAL FOR OPTION YEAR 3 $

OPTION YEAR 4 (12 Months from option exercise) FPAF-Program Management;

Business/Operations Architecture; Letter of Map Change Clearinghouse; IT Hosting; NFHL Data Management; Risk MAP Data Management; Map Service Center; FMIX Call Center, 1 LOT $

4002 FPAF Option Year 4-Award Fee 1 LOT $

TOTAL FOR OPTION YEAR 4 $

HSFEHQ-11-R-0029 Section B

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TOTAL FOR ALL CLINS $

B.3 AWARD FEE

Offerors are to propose fee percentages as part of their proposals.

The length of the evaluation periods should be proposed by the offerors and will be subject to negotiation before award. (See Annex 2 to the draft Award Fee Plan.)

The amount of award fee earned for FPAF CLINs shall be commensurate with the contractor’s overall schedule and technical performance as measured against contract requirements in accordance with the criteria stated in the award-fee plan. Award fee shall not be earned if the contractor’s overall schedule or technical performance is below satisfactory.

For FPAF CLINs, a base fee of X% will apply, with a maximum award fee of Y% and a potential total fee of Z*% of the total fixed price.

At the time of award, the award fee and the total fee will not be identified by percentages but will be set out in dollar amounts in accordance with Annex 2 of the Award Fee Plan.

* Sum of base and award fee percentages

HSFEHQ-11-R-0029 Section C

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SECTION C -STATEMENT OF OBJECTIVES

Flood Risk Mapping, Assessment, and Planning (Risk MAP) Customer and Data Services

I. DESCRIPTION AND PURPOSE:

As part of the Department of Homeland Security (DHS), the Federal Emergency Management Agency (FEMA) has operated the Flood Map Modernization (Map Mod) program since 2004. Funding for Map Mod ended in FY2008, however work continues on the projects that were funded during the Map Mod program. Map Mod began the work of conducting a large-scale overhaul of the nation’s flood hazard maps. Work accomplished under Map Mod has included data collection and analysis, map production, product delivery, and effective program management. This initiative produced digital flood hazard data, provided access to flood hazard data and maps via the Internet, and implemented a nationwide state-of-the-art infrastructure that enables all-hazard mapping.

In Fiscal Year 2009, FEMA began the Risk Mapping, Assessment, and Planning (Risk MAP) Program. The vision for Risk MAP is to deliver quality data that increases public awareness and leads to action that reduces risk to life and property. Risk MAP builds on flood hazard data and maps produced during the Map Mod program.

Since the political and technological environments are continuing to evolve, this initiative will require the continuous review of existing systems and potential development of new standards or approaches in meeting the objectives outlined below. FEMA acknowledges that its current systems do not maximize technology, innovation and performance. FEMA’s goal with this SOO is to receive solutions that are innovative, proven, easy to implement and effective, while also not programmatically disruptive. In light of constant funding constraints, solutions should be phased or have standalone components which can be implemented without the realization of the entire, broad solution.

The purpose of this Statement of Objectives (SOO) is to obtain contracted support which will replace the expiring Customer and Data Services (CDS) contract. The CDS provider will support the completion of Map Mod projects as well as support Risk MAP operations and the changes necessary to fully enable the Risk MAP vision.

This SOO will address only the Customer and Data Services acquisition. Other aspects of the program have been addressed in separate documents.

II. BACKGROUND:

FEMA’s flood maps are one of the essential tools for flood hazard mitigation in the United States. These maps are used an estimated 20 million times annually in the private and public sectors, in the following ways:

• Lending institutions and insurance companies use them to determine who needs flood insurance and to determine flood insurance rates.

• Community planning officials, land developers, and engineers use them for designing and siting new buildings and infrastructure to be safe from flooding.

• States and communities use them for hazard mitigation planning and emergency management.

• Federal agencies use them when implementing Executive Order 11988, Floodplain Management.

FEMA’s Federal Insurance and Mitigation Administration (FIMA) is undergoing shifts in how it delivers information necessary for flood hazard reduction. FIMA’s Risk Analysis Division (RAD) is in the early years of implementing the Risk MAP Program. In March 2009, FEMA issued a Multi-Year Plan for Risk MAP, which

C-2 can be found online at the Risk MAP page on FEMA’s website:

http://www.fema.gov/plan/prevent/fhm/rm_main.shtm.

III. FEMA STRATEGIC INITIATIVES:

FEMA’s mission, as laid out in the Fiscal Years 2011-2014 FEMA Strategic Plan, is “to support our citizens and first responders to ensure that as a nation we work together to build, sustain, and improve our capability to prepare for, protect against, respond to, recover from, and mitigate all hazards.” Risk MAP clearly helps ensure that both the Nation, as well as individual communities, are prepared for future floods and other hazard events.

With accurate, up to date flood hazard data, states and communities have the tools to reduce future flood losses.

FEMA’s Strategic Plan leverages the core values and guiding principles of “compassion, fairness, integrity, and respect,” and identifies the following initiatives for 2011-2014:

1. Foster a Whole Community Approach to Emergency Management Nationally;

2. Build the Nation’s Capacity to Stabilize and Recover From a Catastrophic Event;

3. Build Unity of Effort and Common Strategic Understanding Among the Emergency Management Team;

4. Enhance FEMA’s Ability to Learn and Innovate as an Organization.

IV. FEDERAL INSURANCE AND MITIGATION ADMINISTRATION MISSION:

The mission of FIMA is to create safer communities by reducing loss of life and property; enable individuals to recover more rapidly from floods and other disasters; and lessen the financial impact of disasters on the Nation.

This is accomplished through three primary objectives:

• Analyze Risk - Determining the impact of natural hazards that lead to effective strategies for reducing risk.

• Reduce Risk - Reducing or eliminating long-term risk from hazards on the existing built environment and future construction.

• Insure for Flood Risk - Reducing the impact of floods on the Nation by providing affordable flood insurance.

FIMA’s high level goals are to Value People and Relationships, Enhance Credibility, and Advance Hazard Mitigation in Support of Sustainability.

V. PROGRAM DESCRIPTION

In order to leverage the successes of Map Modernization and further enhance the usability and value of flood hazard mapping, FEMA has developed the Risk MAP program. Risk MAP combines flood hazard mapping, risk assessment tools and Hazard Mitigation Planning into one seamless program. The intent of this integrated Risk MAP program is to encourage beneficial partnerships and innovative uses of flood hazard and risk assessment data in order to maximize flood loss reduction. The Risk MAP Multi- Year Plan is available online at http://www.fema.gov/library/viewRecord.do?id=3587.

The objectives of Risk MAP are:

http://www.fema.gov/plan/prevent/fhm/rm_main.shtm�

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• Assess Nation’s flood risk and use this information to increase public awareness of risk. This consistent, quantitative flood risk assessment will be used to track progress toward reducing flood risk and to target resources.

• Increase public awareness of risk from natural hazards and establish a baseline of local knowledge and understanding of risk management concepts.

• Ensure 80 percent of the Nation’s flood hazards are current – the flood hazard data are new, have been updated, or deemed still valid.

o Provide updated flood hazard data for 100 percent of the populated coastal areas in the

Nation.

o Evaluate levee status information to ensure the appropriate flood hazards are depicted on Digital Flood Insurance Rate Maps for counties with levees, including those impacted by expiring Provisionally Accredited Levee status.

• Continue to meet statutory requirements of the National Flood Insurance Program through assessing on a watershed basis, the need to revise and update all floodplain areas and flood risk zones identified, delineated, or established.

The goals of Risk MAP include:

• Goal 1: Address gaps in flood hazard data to form a solid foundation for flood risk assessments, floodplain management, and actuarial soundness of the National Flood Insurance Program.

• Goal 2: Ensure that a measurable increase of the public’s awareness and understanding of risk management results in a measurable reduction of current and future vulnerability to flooding.

• Goal 3: Lead and support states, local and tribal communities to effectively engage in risk-based mitigation planning resulting in sustainable actions that reduce or eliminate risks to life and property from natural hazards.

• Goal 4: Provide an enhanced digital platform that improves management of limited Risk MAP resources, stewards information produced by Risk MAP, and improves communication and sharing of risk data and related products to all levels of government and the public.

• Goal 5: Align Risk Analysis programs and develop synergies to enhance decision-making capabilities through effective risk communication and management.

In 2008, FEMA crafted an acquisition strategy to optimize stakeholder acceptance; deliver results using an enabling vision; ensure needed flexibility and adaptability exists; facilitate smooth and seamless transition; and provide innovation with problem solving capabilities to meet the challenges facing the Risk MAP program. This strategy involved a restructuring of the business model where a National Service Provider provided program management, customer service and many other services required to run the overall effort. The approach includes establishing separate contracts to provide three groupings of services:

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• Program Management (PM)

• Customer and Data Services (CDS)

• Production and Technical Services (PTS)

The CDS contract is expiring and a new provider must be acquired. This acquisition is for the CDS provider only; PTS and PM providers are not a part of this acquisition.

VI. UNIVERSAL OBJECTIVES FOR PROGRAM MANAGEMENT; CUSTOMER AND

DATA SERVICES; AND PRODUCTION AND TECHNICAL SERVICES

While each area will have separate contract(s), the success or failure of Risk MAP will hinge on the interaction and cooperation of all contractors working as a team to ensure the smooth, seamless flow of information to all stakeholders and partners, both internal and external, and a comprehensive, coordinated approach to provide information AND services to customers at all levels. A failure by a single contractor at any level may lead to Risk MAP program failure. It is the responsibility of all contractors to participate as team members with all other contractors.

To this end, FEMA has established Universal Objectives for all Risk MAP contractors. Additionally, there are Overarching Assumptions and Constraints that apply to all contractors.

Universal Objectives:

Universal Objective A: Provide a high level of cooperation across the Risk MAP program contractors, ensuring that the Risk MAP program mission overrides the individual contractors’ preferences.

Universal Objective B: Implement program cost, schedule, scope, and quality management practices that enable reliable and efficient operations and forward-thinking innovation throughout the Risk MAP program.

Ensure that internal contractor systems for earned value management and performance management integrate with the Risk MAP program systems Monitor, evaluate, and mitigate risks within the CDS portion of Risk MAP Comply with the Risk MAP change control process Support the Risk MAP Program Management contractor in achieving the Program’s goals

Overarching Assumptions and Constraints:

• All activities align with DHS/FEMA strategic goals and constraints

• All contractors will work together with FEMA to develop program goals and shared metrics that demonstrate the Risk MAP program goals are achieved.

• Outreach activities are coordinated, integrated, and consistent with Risk MAP messaging throughout the Risk MAP program including appropriate advisory focus groups

• Solutions leverage existing FEMA investments and resources, are cost effective, and demonstrate a sound return on investment (ROI)

• The solution meeting these goals and objectives must address important federal mandates and business drivers, including, but not limited to: the Government Paperwork Elimination Act; the Government Information Security Reform Act; the Clinger-Cohen Act; the Government Performance

C-5 and Results Act; the Federal Records Act; the Computer Security Act; the Freedom of Information Act; the Disabilities Act; Section 508 of the Rehabilitation Act; the Disaster Mitigation Act of 2000;

the National Flood Insurance Reform Act of 1994;the Stafford Act; the Flood Disaster Protection Act of 1973, the Housing and Urban Development Act of 1969; and other laws and regulations specific to

FEMA.

• The solution must comply with all statutes and demonstrate working knowledge of applicable regulations, policies, guidelines, and specifications that affect the NFIP, the mission of the Department of Homeland Security, and related multi-hazard programs including risk assessment in a pre- and post- disaster environment.

• The solution must demonstrate the flexibility to accommodate a changing environment that includes a shift to all hazards and homeland security. In addition, the solution may recommend changes to improve efficiency and effectiveness of Risk MAP program functions and management.

• Data security and privacy issues are a major focus of the federal government's information technology efforts. All activities must be compliant with the Government Information Security Reform Act, OMB policies, and FEMA and the Department of Homeland Security requirements.

• Information technology (IT) systems must be coordinated with and comply with FEMA and

Department of Homeland Security enterprise architecture requirements.

• The solution must include a transition strategy describing how continuity of services will be maintained (e.g., production of flood hazard maps and related products, customer service and community outreach, program oversight, etc.)

VII. CUSTOMER AND DATA SERVICES OBJECTIVES.

Each Objective is split into two sections: Operations and Improvements. The purpose of this is to differentiate between the ongoing operations and maintenance objectives from the objectives that are proposed to improve or enhance the new Risk MAP program. The Projects and Improvements sub-objectives are divided into “Primary” and “Secondary” lists. All solutions should cover all sub-objectives, however those deemed Secondary are more likely to be constrained by funding and resources.

OBJECTIVE 1

Provide and Improve Direct, Knowledgeable, and Friendly Customer Service:

Leverage existing systems and operations - and, where appropriate, use proven new media - to disseminate Risk MAP outreach, products and support. In coordination with content providers, identify the most effective medium for delivery and implement.

Operations

• Provide technical support to prepare, deliver and maintain content from a variety of sources for posting to

FEMA.gov or other relevant websites.

• Provide a Contact Center, staffed with employees that have experience with Letters of Map Amendment, to respond to stakeholder inquiries regarding the NFIP and Risk MAP programs, as well as providing technical and system support.

• Create the materials for and deliver outreach and training to stakeholders on a variety of Risk MAP tools.

• Provide an effective mechanism for effective internal communication and coordination for Risk MAP initiatives across FEMA staff, contractors, and, on a limited basis, partners.

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• Provide a means to accept Risk MAP Program data, products and deliverables from FEMA, Risk MAP providers and other mapping partners.

• Distribute all Risk MAP data, tools and products to stakeholders of the Risk MAP program and NFIP.

• Collect, account for and maintain records of all fees associated with the Risk MAP Program.

• Lead process and programmatic change management for all aspects of the CDS contract.

• Implement the operational elements of Risk MAP projects and enhancements once the projects are complete and enter the operations/maintenance phase

• Support the Risk MAP National Outreach Strategy, including outreach, training, conferences development and attendance, and communications.

Projects and Improvements

• Support new business processes that are developed to fully implement Risk MAP.

Primary

• Translate business requirements developed by or in coordination with other Risk MAP Providers into a solution and implement the solution.

• Strategize, within the CDS contract, to develop programmatic enhancements and associated business requirements to improve and find efficiencies for Risk MAP.

• Develop and implement processes to collect, summarize, and share customer feedback on quality, usefulness and value of products, services and user experience for all customer services in Risk MAP.

Secondary

• Develop and support strategies and methods for improving the messages and communicating those messages through the most effective and innovative means.

OBJECTIVE 2

Maintain and Maximize the Current Risk MAP IT Data, Systems and Infrastructure and Support Risk MAP Program Enhancements:

Maintain a reliable, efficient, and interoperable IT architecture to enable Risk MAP. Provide comprehensive IT solutions to support Risk MAP business requirements including program coordination, planning and collaboration.

Operations

• Leverage existing investments in systems, programs, and data while incorporating new technologies and solutions.

• Achieve smooth transition from existing systems and services.

• Manage and maintain Service Level Agreements for production environment of the Risk MAP Program’s management IT system, which is hosted at the DHS Data Center 2 (DC2) facility, in conjunction with the DC2 contractor.

• Provide expertise and facilities for development and test environments that are synced with production environment in the DHS DC2 facility.

• Provide flexibility to incorporate natural hazards-related information and capture flood-related hazards produced through FEMA disaster programs.

• Provide data and disaster support services that sustain the Emergency Management Cycle and results in the development of products to support Mitigation.

• Maintain the Hazus software and associated national data sets.

• Maintain a data management system that enables quick and easy access to all legacy and Risk MAP data, products, tools and deliverables.

• Maintain a physical and virtual library of flood map supporting documentation and make available a standard suite of data products to fulfill external data requests.

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• Maintain an online system allowing for distribution of Risk MAP data, products and tools.

Projects and Improvements

• Develop and host interoperable IT systems that support Program Management, Production and Technical Services, Customer Service requirements, and other programmatic needs.

Primary

• Collaborate with the Government to provide recommendations that balance quality, efficiency and meeting of enterprise architecture which ultimately result in rapid, low-cost solutions with continuous user engagement.

• Support expansion/enhancement of FEMA’s Digital Vision to integrate Risk MAP programs and products and meet Goal 4 of the Multi-Year Plan (see Program Description section).

Secondary

• Develop a refresh strategy for the Risk MAP Program’s systems.

VIII. DEFINITIONS:

Change Management: (Two perspectives apply). From the standpoint of systems engineering, change management is instituting a change control process and release management plan for IT systems that efficiently meets stakeholder needs and business requirements. From the standpoint of meeting desired future conditions, change management means providing support and guidance to reach improved stakeholder involvement and communication, improved alignment of technology with business processes and improved understanding and implementation of policies.

Continuous Improvement is adaptation of systems and processes based on consistent solicitation of feedback and other data, and evaluation of changes to ensure they met needs.

Data Center 2 (DC2) is a DHS owned IT hosting facility. The Mapping Information Platform (MIP) Production environment will be moved to this facility and hosted here as of April 2011.

Hazus is a risk assessment software program for analyzing potential losses from floods, hurricane winds and earthquakes. In Hazus, current scientific and engineering knowledge is coupled with the latest geographic information systems( GIS) technology to produce estimates of hazard-related damage before or after a disaster occurs.

Life cycle development methodology is the model of processes that will be used to create or refine a system and drive improvement of the system.

“Map Service Center data distribution” includes data storage, archival repository, distribution, and inventory control of paper and digital products, with focus on transition to all-digital.

Partner: An entity that leverages resources with FEMA, and potentially other entities, to achieve a shared vision of hazard and risk information communication. Partners typically provide access to data that they maintain, but may also provide other types of support.

Products developed under Risk MAP includes Flood Insurance Rate Maps (FIRM), Flood Insurance Studies (FIS), Letters of Map Change (LOMC), Hazus, Flood Risk Maps, Flood Risk Database, and Flood Risk Report.

Products may change or increase as the Risk MAP Program continues to evolve.

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“Projects and Improvements” refers to initiatives within Risk MAP that go through an investment review prior to funding; are projects with a definable start and end; and result in an efficiency, improvement or benefit to the Risk MAP program.

Risk Analysis Division programs: includes, at a minimum, Flood Hazard Mapping, Risk Assessment, Hazard Mitigation Planning, Dam Safety and others as identified.

Stakeholder: Has vested interest in Risk MAP programs but may not be contributing data. Stakeholders include partners and users, in addition to other entities. Current stakeholders include general public, state and local officials, lenders, insurance agents, realtors, homebuilders, environmental groups, engineers, surveyors, planners, flood insurance policy holders, other Federal Agencies, Congress, Office of Management and Budget and others.

User: Any technical or non-technical customers accessing, utilizing, or manipulating Risk MAP data, products, or systems.

IX. CUSTOMER AND DATA SERVICES ASSUMPTIONS AND CONSTRAINTS:

• The CDS Contractor will support rapid issue resolution requests, such as requests and demands from Congress and other issues that arise that need immediate attention and quick responses.

• The NFIP and Risk MAP program must be agile in order to be sustainable. Funding is dependent upon the NFIP premiums and year-by-year appropriations. Currently, there is no guarantee that these Programs continue to be funded, or even authorized, from year to year.

• Contractors must comply with all DHS information technology requirements including but not limited to:

° Data center policy ° Enterprise Architecture ° IT security ° Enterprise Architecture target for geospatial information infrastructure requirements ° 508 compliance

• FEMA is consolidating all its development, testing, production, and disaster recovery environments to the two DHS Enterprise Data Centers. All applications shall be hosted at a DHS Enterprise Data Center, unless FEMA obtains a waiver approved by the DHS CIO.

• The DHS Data Center 2 (DC2) will host the Production environment of the Mapping Information Platform (MIP). This will require some CDS staff to occasionally work on site at the DC2 facility.

• All solutions must include a Data Quality Plan using the DHS Data Quality Planning Guidance and template.

• All solutions must investigate the use of the National Information Exchange Model (NIEM) for data feeds and information exchanges as a means of improving the quality of information exchanged and minimizing the number of separate data feeds and information exchange developed.

• The DHS Systems Engineering LifeCycle (SELC) or comparable FEMA version of the DHS SELC shall be incorporated into the solutions approach.

• Enterprise Licenses may be available through DHS and FEMA, and must always be investigated as part of the solution.

• The strategy and solution should address:

° User and business requirements including all aspects of regional operations requirements.

° Building upon the progress made during Map Mod and other Mitigation programs.

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° An integrated approach to E-commerce and fee collection.

° Change management ° Continuous improvement of systems ° IT Architecture for Risk MAP ° Solutions for making systems easy to use, (e.g. single point of entry, propagating data to avoid multiple manual entries, usability, user-centric design).

• Existing FEMA systems to be leveraged may include but are not limited to: MSC; FEMA Map

Information eXchange (FMIX) call center; mitigation plan tracking systems; Coordinated Needs Management Strategy; Digital Flood Insurance Rate Map (DFIRM) Verification Tool (DVT); National Flood Hazard Layer; Map Viewer tools; Risk MAP Portal Sharepoint; FEMA’s National Emergency Management Information System (NEMIS); Mapping Information Platform; Community Information System; NextGen; Floodsmart; Mid-term Levee Inventory; FEMA Levee Information System; HAZUS tools and data; engineering studies library; e-commerce, fee collection, and data and paper map delivery solutions of the MSC.

• The MIP and MSC servers currently store large amounts of data that support the program. Below is the usage and availability on these servers:

o MIP Production environment, FEMA-owned storage area network (SAN): 61TB used, 78 TB allocated, 98 TB total on SAN o MIP Production environment, DHS DC2 servers: 125 TB used, 134 TB allocated, 200 TB total on SAN o MIP Development and Test environments, hosted by CDS contractor: 207 GB used, 35 TB allocated o MSC, hosted by CDS contractor: 35 TB used, 50 TB allocated, 120 TB total on SAN

• Over the past year the MIP and MSC have seen growth in the amount of data that resides on the systems.

The growth rate over a recent 12-month period was:

o MIP Production environment, FEMA-owned SAN: 21% o MIP Production environment, DHS DC2 servers: 60% o MIP Development and Test environments, hosted by CDS contractor: 10% o MSC, hosted by CDS contractor: 25%

• The contact center is operated Monday-Friday, 8AM-6:30PM EST, self service options are available 24/7.

The contact center may be closed for federal holidays.

• Historically, the contact center receives approximately 15,500 calls per month that can be responded to by the contact center staff (Tier 1). Additionally, approximately 500 requests per month are elevated to “Tier 2” meaning that they require coordination with one of the Production and Technical Services contractors to provide a complete answer.

• Historically, the contact center receives approximately 1100 emails per month through “Email a Map Specialist,” “Ask the Expert” and the MSC email address.

• Currently, the contact center is required to meet the follow minimum metrics:

o Average speed of answer: 40 seconds o Service performance: 83% calls answered within 45 seconds o Call abandon rate: 5% o Average talk time: 5 minutes 30 seconds o Average handle time: 6 minutes 30 seconds o Voicemails: respond within 2 business days

• Over the past year, approximately 2500 MT-1 cases (Letters of Map Amendment and Letters of Map Revision Based on Fill, conditional and final) per month and 100 MT-2 cases (Letters of Map Revision, conditional and final) per month were received at the Letter of Map Change (LOMC) Clearinghouse.

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• Currently, fees are collected for LOMC, distribution of products through the MSC, and distribution of engineering library materials through external data requests. As the Fee Review Board convenes on a bi-annual basis and makes decisions, this may change.

• IN FY10, fees collected totaled:

o LOMCs: approximately $4.3 Million o Engineering Library requests: approximately $265,000 o MSC distribution: approximately $866,000

• All communities must be able to access Risk MAP products and intermediate data deliverables.

• Solutions must be able to accommodate new hazards as needs arise.

• Approach must include utilization of IT best practices for collecting and documenting user and stakeholder requirements in a collaborative and iterative manner and can support evolving system needs.

• All solutions must ensure continuity of operations so that there is minimal impact on existing programs.

• Contractors must use established IT life cycle development methodologies which includes third party validation and participation from users. Usability expertise applies to customer and data services objectives to ensure all aspects of the Risk MAP program are simple and straightforward for the public.

• Connection to FEMA’s Mt. Weather facility is required. There will be iterative coordination with Mt.

Weather and the Office of the Chief Information Officer in order to accomplish the required connections and pass necessary certification and accreditation for the systems discussed in this SOO.

• All Sensitive But Unclassified (SBU) information shall be handled in accordance with all applicable FEMA policies and DHS MD 11042.1, Safeguarding Sensitive But Unclassified (For Official Use Only) Information, and others as required.

• A contractor information system security plan is required when DHS sensitive data will be handled/processed at a contractor’s facility or on contractor equipment.

HSFEHQ-11-R-0029 Section D

D-1

SECTION D -PACKAGING AND MARKING

D.1 PRESERVATION, PACKING AND PACKAGING--COMMERCIAL

Preservation, packing, and packaging for shipment of all items ordered hereunder shall be in accordance with commercial practice and adequate to insure both acceptance by common carrier and safe transportation at the most economical rate(s).

HSFEHQ-11-R-0029 Section E

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SECTION E -INSPECTION AND ACCEPTANCE

E.1 NOTICE LISTING CONTRACT CLAUSES INCORPORATED BY REFERENCE

The following contract clauses pertinent to this section are hereby incorporated by reference (by Citation Number, Title, and Date) in accordance with the clause at FAR "52.252-2 CLAUSES INCORPORATED BY REFERENCE" in Section I of this contract. See FAR 52.252-2 for an internet address (if specified) for electronic access to the full text of a clause.

NUMBER TITLE DATE

52.246-4 INSPECTION OF SERVICES--FIXED-PRICE AUG 1996

52.246-5 INSPECTION OF SERVICES—COST REIMBURSEMENT AUG 1996

E.2 INSPECTION AND ACCEPTANCE

Final inspection and acceptance shall be by the Contracting Officer or his/her duly authorized representative at:

Inspection: FOB Destination. Acceptance: FOB Destination.

For the purpose of this clause, the Contracting Officer Technical Representative (COTR) named in the Designation of Contracting Officer’s Technical Representative Clause in this contract is the representative of the Contracting Officer. The Contracting Officer reserves the right to unilaterally designate other Government agents as authorized representatives. Should such other designations occur, the Contractor will be notified by written notice.

E.3 GOVERNMENT QUALITY ASSURANCE PLAN AND SURVEILLANCE

In accordance with FAR Subpart 46.401—GOVERNMENT CONTRACT QUALITY ASSURANCE -

GENERAL,

(a) ….quality assurance surveillance plans should be prepared in conjunction with the preparation of the statement of work. The plans should specify—

(1) All work requiring surveillance; and

(2) The method of surveillance.

(b) Each contract shall designate the place or places where the Government reserves the right to perform quality assurance.

(c) If the contract provides for performance of Government quality assurance at source, the place or places of performance may not be changed without the authorization of the contracting officer.

(d) If a contract provides for delivery and acceptance at destination and the Government inspects the supplies at a place other than destination, the supplies shall not ordinarily be reinspected at destination, but should be examined for quantity, damage in transit, and possible substitution or fraud.

(e) Government inspection shall be performed by or under the direction or supervision of Government personnel.

(f) Government inspection shall be documented on an inspection or receiving report form or commercial shipping document/packing list, under agency procedures (see Subpart 46.6).

(g) Agencies may prescribe the use of inspection approval or disapproval stamps to identify and control supplies and material that have been inspected for conformance with contract quality requirements.

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HSFEHQ-11-R-0029 Section F

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SECTION F -DELIVERIES OR PERFORMANCE

F.1 NOTICE LISTING CONTRACT CLAUSES INCORPORATED BY REFERENCE

The following contract clauses pertinent to this section are hereby incorporated by reference (by Citation Number, Title, and Date) in accordance with the clause at FAR "52.252-2 CLAUSES INCORPORATED BY REFERENCE" in Section I of this contract. See FAR 52.252-2 for an internet address (if specified) for electronic access to the full text of a clause.

NUMBER TITLE DATE

52.242-15 STOP-WORK ORDER AUG 1989

52.242-15 STOP-WORK ORDER Alternate I APR 1984

52.247-34 F.O.B. DESTINATION NOV 1991

F.2 52.211-11 LIQUIDATED DAMAGES - SUPPLIES, SERVICES, OR RESEARCH AND

DEVELOPMENT (SEPT 2000)

(a) If the Contractor fails to deliver the supplies or perform the services within the time specified in this contract, the Contractor shall, in place of actual damages, pay to the Government liquidated damages as set forth in Section H.3.

(b) If the Government terminates this contract in whole or in part under the Default--Fixed-Price Supply and

Service clause, the Contractor is liable for liquidated damages accruing until the Government reasonably obtains delivery or performance of similar supplies or services. These liquidated damages are in addition to excess costs of repurchase under the Termination clause.

(c) The Contractor will not be charged with liquidated damages when the delay in delivery or performance is beyond the control and without the fault or negligence of the Contractor as defined in the Default--Fixed- Price Supply and Service clause in this contract.

HSFEHQ-11-R-0029 Section G

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SECTION G -CONTRACT ADMINISTRATION DATA

G.1 TRAVEL COSTS

Costs for transportation, lodging, meals and incidental expenses incurred by contractor personnel on official company business are allowable subject to FAR 31.205-46, Travel Costs. These costs will be considered to be reasonable and allowable only to the extent that they do not exceed on a daily basis the maximum per diem rates in effect at the time of travel as set forth in the Federal Travel Regulations

G.2 INVOICES

An invoice is a written request for payment under this contract for supplies delivered or for services rendered.

Payment of invoices submitted under this contract shall be made in accordance with the terms and conditions of the Prompt Payment clause and in accordance with the provisions of other clauses in this contract. Failure or refusal to provide the following information on all invoices submitted under this contract may result in the invoice being considered improper for payment in accordance with the Prompt Payment clause. In order to be proper, an invoice must include, as applicable, the following:

a. GENERAL INFORMATION

1. Name of Contractor

2. Invoice date

3. Contract number (including order number, if any), contract line item number, contract description of supplies or services, quantity, contract unit of measure and unit price, and extended total.

4. Shipment number and date of shipment (bill-of-lading number and weight of shipment will be shown for shipments on Government bills of lading).

5. Name, title, phone number and complete mailing address of responsible Official who can be contacted in the event of an improper invoice, if there are questions or additional information is needed by this agency to process payment.

6. Any other information or documentation required by other provisions of the Contract (such as evidence of shipment)

7. Invoices shall be prepared and submitted as follows:

Number

Distribution

Original and 2 copies Payment Office

FEMA/FFC

P.O. Box 800 Berryville, VA 22611

One copy Contract Specialist

One copy Contracting Officer’s Technical Representative (COTR)

HSFEHQ-11-R-0029 Section G

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b. ELECTRONIC FUNDS TRANSFER (EFT) INFORMATION

The contractor should include the EFT information set forth below on all invoices submitted for payment under this contract. Failure to provide the information or failure to notify this agency of changes to this information may result in delays in payments and/or rejection of the invoice in accordance with the Prompt Payment clause of this contract. The following EFT information should be submitted on each invoice:

(a) Routing Transit Number (RTN) The contractor shall provide the current 9-digit RTN of the payee's bank.

(b) Payee's account number.

(c) Contractor's Tax Identification Number (TIN).

(The EFT information submitted must be that of the contractor unless there is an official Assignment of Claims on file with the payment office.)

If at any time during the term of this contract, the contractor changes any EFT information, (i.e. financial agent, RTN, account number, etc.) the new EFT information must replace the old EFT information on subsequent invoices submitted under this contract.

To avoid delays in processing invoices, the contractor must also submit written notification of EFT information changes to the office designated in this award document as soon as the new information is known to the contractor. This notification must be in writing and signed by the individual authorized by the contractor to make such changes.

G.3 DESIGNATION OF CONTRACTING OFFICER’S TECHNICAL REPRESENTATIVE AND

ADMINISTRATIVE CONTRACTING OFFICER

The Government Officials assigned to this contract are as follows:

Administrative Contracting Officer Name: John M Jeffrey II Phone: 202-646-7694

Contract Specialist Name: Wayne Sok Phone: 202-646-3361

Contracting Officer's Technical Representative:

Name: Claire Drury Phone: 202-646-2884

G.4 GOVERNMENT-FURNISHED PROPERTY

In accordance with the Government Property clause of this contract, the Government shall provide, for performance of the effort required, the following can be found in Attachment 1.

HSFEHQ-11-R-0029 Section H

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SECTION H -SPECIAL CONTRACT REQUIREMENTS

H.1 52.234-4 EARNED VALUE MANAGEMENT SYSTEM (JUL 2006)

(a) The Contractor shall use an earned value management system (EVMS) that has been determined by the Cognizant Federal Agency (CFA) to be compliant with the guidelines in ANSI/EIA Standard - 748 (current version at the time of award) to manage this contract. If the Contractor's current EVMS has not been determined compliant at the time of award, see paragraph (b) of this clause. The Contractor shall submit reports in accordance with the requirements of this contract.

(b) If, at the time of award, the Contractor's EVM System has not been determined by the CFA as complying with EVMS guidelines or the Contractor does not have an existing cost/schedule control system that is compliant with the guidelines in ANSI/EIA Standard - 748 (current version at time of award), the Contractor shall--

(1) Apply the current system to the contract; and

(2) Take necessary actions to meet the milestones in the Contractor's EVMS plan approved by the Contracting Officer.

(c) The Government will conduct an Integrated Baseline Review (IBR). If a pre-award IBR has not been conducted, a post award IBR shall be conducted as early as practicable after contract award.

(d) The Contracting Officer may require an IBR at--

(1) Exercise of significant options; or

(2) Incorporation of major modifications.

(e) Unless a waiver is granted by the CFA, Contractor proposed EVMS changes require approval of the CFA prior to implementation. The CFA will advise the Contractor of the acceptability of such changes within 30 calendar days after receipt of the notice of proposed changes from the Contractor. If the advance approval requirements are waived by the CFA, the Contractor shall disclose EVMS changes to the CFA at least 14 calendar days prior to the effective date of implementation.

(f) The Contractor shall provide access to all pertinent records and data requested by the Contracting Officer or a duly authorized representative as necessary to permit Government surveillance to ensure that the EVMS conforms, and continues to conform, with the performance criteria referenced in paragraph (a) of this clause.

(g) The Contractor shall require the subcontractors specified below to comply with the requirements of this clause:

H.2 CLIN STRUCTURE

The CLIN structure for the base year and option years only distinguishes between FPAF work and award fee amounts. The offerors are expected to propose SLINs under the FPAF work CLINS (CLINs numbered X001) that are appropriate to the pricing model used (e.g. a SLIN for work priced by labor hours and another for software licenses, and so on as appropriate).

H.3 DETERMINATION OF LIQUIDATED DAMAGES

H-3

Section F of this document includes FAR clause 52.211-11 Liquidated Damages – Supplies, Services, or Research and Development (SEPT 2000). The liquidated damages amount will be a multiple of the amount the Government pays for one day of the lost services. The amount of liquidated damages to be paid will be three times the daily rate of the work not being performed. This daily rate will be the actual cost or price for that work included in the schedule for this contract.

Liquidated damages for the resultant contract are intended to apply only when operations that are required to be available are down for more than 24 hours. Examples of this include, but are not limited to, the phone center being out of operation for more than one calendar day when it is not scheduled to be closed or loss of the ability to access stored data for more than 24 hours.

H.4 AWARD FEES

See paragraph B.3 for information about the fee percentages for award fees.

A draft award fee plan is attached to this solicitation. Offerors are to submit an award fee plan with their proposals. They may use the draft plan attached as a model for their plan.

H.5 ACCESSIBILITY OF MEETINGS, CONFERENCES, AND SEMINARS TO PERSONS WITH

DISABILITIES

The Contractor agrees as follows:

(a) Planning. The Contractor will develop a plan to assure that any meeting, conference, or seminar held pursuant to this contract will meet or exceed the minimum accessibility standards set forth below. This plan shall include a provision for ascertaining the number and types of disabled individuals planning to attend the meeting, conference, or seminar. The plan shall be submitted to the Contracting Officer for approval prior to initiating action. A consolidated or master plan for contracts requiring numerous meetings, conferences, or seminars may be submitted in lieu of separate plans.

(b) Facilities. Any facility to be utilized for meetings, conferences, or seminars in performance of this contract shall be accessible to persons with disabilities. The Contractor shall determine, by an on-site inspection if necessary, that the following minimum accessibility requirements are met, or suitable modifications are made to meet these requirements, before the meeting:

(1) Parking.

(i) Where parking is available on or adjacent to the site one 12' wide space must be set aside for the car of each mobility impaired attendee. The space need not be permanently striped but may be temporarily marked by signs, ropes, or other means satisfactory to carry out this provision.

(ii) Where parking is not available on or…