DAIP Industry Day Briefing_v10.pptx

Good Morning and Welcome!

We ask that you place all cell phones on vibrate at this time In the event of a fire drill or fire, please exit the building and proceed across the street until further instructions are given by security officials No food or drinks are allowed in the auditorium The restrooms are located outside the auditorium to your right Restaurants are located on both sides of E Street All question forms will be collected before the Vendor Networking Session All responses to submitted questions will be posted on the FBO.gov website in addition to the DAIP Presentation and company names participating in this event

Hosted by Industry Liaison Program FEMA-Industry@fema.dhs.gov 202.646.1895

(Note: Networking Session is optional residing in the Auditorium)

Deputy Branch Chief, PMOB 10:15-10:30 Acquisition Overview and FEMA Mission LaShawn Smith Contracting Officer 10:30-11:30 Program Briefing Recovery Mission Program Mission and Requirements Vallee Bunting Deputy Division Director

Karole Johns Program Manager

Contracting Officer

Karole Johns Program Manager

Contract Specialist

Disaster Assistance Improvement Program (DAIP) Industry Day Conference July 18, 2012

U.S. Department of Homeland Security Federal Emergency Management Agency (FEMA)

Local Business Transition Team Overview

Kimberly C. Brown Deputy Branch Chief PMOB - ILP Team Lead

Stafford Act: Section 307 “Use of Local Firms and Individuals” Mandates the transition of disaster requirements from non-local vendors, where feasible and practicable, to organizations, firms, and individuals residing or doing business primarily in the area(s) affected by a major disaster or emergency.

FEMA’s OCPO established the Local Business Transition Team (LBTT) in response to Section 307:

LBTT deploys to the Joint Field Office (JFO) and reports to the Procurement Unit Lead within the Finance and Administration Section LBTT facilitates the transition of disaster requirements by assisting the JFO Acquisition Staff and Programs with identifying requirements, assessing transition feasibility, and creating acquisition packages for contract award Background

The LBTT enables FEMA to meet its socio-economic goals by creating an environment that stimulates maximum participation in federal government contract awards for the following types of small business programs:

8(a) Certified Small-disadvantaged Veteran-owned Service Disabled Veteran-owned Woman-owned The LBTT strives to encourage, when practicable and feasible, all procurement actions to be awarded to local organizations, firms, and individuals residing or doing business primarily in the area(s) affected by a major disaster or emergency which in turn assists in the restoration of the local economies, employment opportunities, and tax bases Small Business and Socio-economic Goals

LBTT works in coordination with the Industry Liaison Program (ILP)

ILP coordinates vendor presentations and Industry Days, conducts market research, responds to informal Congressional requests, and performs vendor analysis reporting at FEMA Headquarters

ILP coordinates the flow of vendor inquiries of how to do business with FEMA from FEMA Headquarters to the LBTT located in the JFO

ILP provides additional administrative and market research support, as requested, to the LBTT

The LBTT provides updates and field statuses to the ILP LBTT and Industry Liaison Coordination

JFO Reporting Structure

Program Management Support

The LBTT is staffed with a mix of DHS certified PMs, Business Outreach Coordinators, and Portfolio Managers The LBTT deploys to the JFO with the LBTT Program Manager reporting to the Procurement Unit Lead Local Business Transition Team

Federal Coordinating Officer

Finance & Administration Section

Procurement Unit Lead

LBTT

Program Manager

Business Outreach

Portfolio Management Support

Operations

Planning

Logistics

LBTT Business Outreach Educates local vendors through procurement education seminars to foster successful business participation during recovery efforts Coordinates Business Outreach activities with the JFO Staff, External Affairs – Private Sector, and the LBTT Information Support Manager Conduct Educational Seminar Events Host Industry Day Events Other Events Provides market research for JFO Contracting Officers and Contracting Specialists to identify local vendors capable of supporting requirements

Business Outreach Team

Business Outreach Lead Event Coordinator Local Business Outreach Coordinator Intergovernmental Outreach Coordinator

Forms diverse partnerships and collaborate with area stakeholders Federal, State, local and Tribal governmental entities, and professional organizations

Vendor Educational Seminars These seminars (“Disaster Contracting with Local Vendors” and “Bid and Proposal Preparation”) cover a wide range of topics including, but not limited to:

Introduction to Federal Contracting Central Contractor Registration (CCR) Writing Strong Proposals FEMA Vendor Processes The seminars will prepare local businesses for participation in the Federal acquisition process and will be conducted throughout the declared disaster areas LBTT Business Outreach and Events

Industry Day Events These events are hosted strategically throughout the declared disaster areas These events will present specific acquisition and procurement requirements to vendors interested in doing business with FEMA Industry Day events are synchronized with the Portfolio Management Activity release of the requirements’ Statement of Objectives (SOO) and/or Statement of Work (SOW)

Other Events When invited, the Business Outreach members participate in other information sharing events hosted by groups such as, Chambers of Commerce, Local Business Councils, and Procurement Technical Assistance Centers LBTT Business Outreach Events

LBTT Requirement Transition Workflow (Stafford Act, Section 307, “Use of Local Firms and Individuals”)

JFO Participation Critical for Success Requirement Transition Workflow

Click to edit Master text styles Second level Third level Fourth level Fifth level

Transition (National to Local Vendor) Examples:

Individual Assistance - Technical Assistance Contract (IA-TAC III): Provides services to individuals impacted by a disaster, including, hauling and installation of temporary housing units and design and construction of community sites Public Assistance Technical Assistance Contract (PA-TAC): Provides engineering services for calculating cost estimates for disaster related-damage to public buildings and infrastructure, as well as debris removal and snow removal Hazard Mitigation Technical Assistance Program (HMTAP): Provides services to improve response capability for all types of pre-disaster and post-disaster mitigation activities

Initial Local Vendor Award Example:

Temporary Housing Units (THUs) Maintenance and Deactivation Contract (MDC): Provides maintenance and deactivation services to THUs located in community or individual sites within a declared disaster area

Acquisition Examples

Industry Liaison Program

FEMA-Industry@fema.dhs.gov 202-646-1895

Acquisition Overview and FEMA Mission

LaShawn Smith FEMA Contracting Officer

FEMA Mission

FEMA’s mission 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.

Disaster Declaration Process

Local and State governments share the responsibility for protecting their citizens from disasters, and for helping them to recover when a disaster strikes. In some cases, a disaster is beyond the capabilities of the State and local government to respond.

In 1988, the Robert T. Stafford Disaster Relief and Emergency Assistance Act, 42 U.S.C. §§ 5121-5206, was enacted to support State and local governments and their citizens when disasters overwhelm them. This law, as amended, establishes a process for requesting and obtaining a Presidential disaster declaration, defines the type and scope of assistance available from the Federal government, and sets the conditions for obtaining that assistance. The Federal Emergency Management Agency (FEMA), part of the Department of Homeland Security, is tasked with coordinating the response.

DAIP Industry Day Conference

The objective of the DAIP Industry Day is to educate the government contracting community on upcoming and proposed acquisitions from the Federal Emergency Management Agency (FEMA), National Processing Service Center. It provides a forum for potential bidders to gain knowledge and insights for a successful bid. It accomplishes this objective by providing thorough and comprehensive information/presentations by requiring office communicating directly with the industry about their requirements.

The Recovery Directorate manages programs that enable individuals and communities (affected by disasters of all sizes) to return to normal function with minimal suffering and disruption of services.

The bulk of assistance provided by this division falls into five divisions: (1) National Disaster Recovery Planning Division,

(2) Business Management Division, (3) Public Assistance Division, (4) Individual Assistance Division, and

(5) National Processing Service Center Recovery Directorate

National Disaster Recovery Planning Division Strengthen recovery assistance by developing and coordinating national level plans, by guiding and supporting Regional Office planning activities, and by supporting national level exercises

Business Management Division Centralize and manage the support operations for FEMA’s Recovery Directorate ensuring optimum customer support providing assistance to Headquarters, Field and Regional Disaster Assistance Offices

Public Assistance Division Provides communities with supplemental disaster grant assistance for the repair, replacement or restoration of disaster-damaged, publicly owned facilities and the facilities of certain private non-profit organizations

Individual Assistance Division Provides individuals, families, farmers and business owners with various types of assistance, the essentials to begin the road to recovery, by meeting disaster-related needs not covered by insurance

National Processing Service Centers (NPSC) Ensures that disaster survivors have timely access to a full range of programs and services to maximize their recovery, through coordination among local, state, federal, Tribal governments, voluntary agencies and the Private Sector

Vallee Bunting National Processing Service Centers (NPSC) Deputy Director

FEMA - Focus Areas

Prepare Respond Recover Mitigate

Recovery Mission

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

Recovery - Focus Areas

Individual Assistance (IA) Public Assistance (PA) National Disaster Recovery Planning (NDRP) National Processing Service Centers (NPSC) Business Management (BMD)

Office of the Assistant Administrator

Policy Executive Officer National Disaster Recovery Planning Division

National Processing Service Centers (NPSC) Business Management Division

Public Assistance Division

Individual Assistance Division

Mass Care / Emergency Assistance Branch Housing Branch

Human Services Branch Policy and Regulations Branch Technology & Support Services Branch PA TAC Management Branch National Planning Branch

Regional Planning Branch Housing Strategic Planning Branch

TXNPSC

MDNPSC

VANPSC

Technology Solutions Branch

Facilities, Assets & Contracts Management Branch Financial Management Branch Human Resources, Training & Cadre Management Branch

DAIP

NPSCs - Locations

Maryland Texas Virginia Online - DAIP

DAIP Mission

The mission of DAIP is to provide disaster survivors with information, support, services and a mechanism to access and apply for disaster assistance through collaborative efforts of Federal, Tribal, State, Local and Private Sector partners.

Karole Johns Program Manager

DAIP Background Interagency Disaster Assistance Task Force In the aftermath of Hurricanes Katrina, Rita and Wilma, the President called for Federal agencies to improve delivery of Federal disaster assistance Interagency Disaster Assistance Task Force comprised 14 agencies headed by the Department of Homeland Security (DHS) and produced the Disaster Assistance Improvement Plan Disaster Assistance Improvement Plan led to the Disaster Assistance Improvement Program (DAIP), combining efforts of 17 Federal agencies to help disaster survivors DisasterAssistance.gov launched on December 31, 2008 Executive Order 13411 Disaster Assistance Improvement Plan Disaster Assistance Improvement Program

Reduce the requirement to submit duplicate information while applying for multiple forms of assistance; Provide a single source for obtaining status on these application

The DisasterAssistance.gov portal is the result of collaborative efforts stemming from Executive Order 13411: Improving Assistance for Disaster Victims, which was signed on August 29, 2006, to improve disaster survivors’ access to aid at the federal, state, local, tribal and private nonprofit levels.

As a result of this executive order, DAIP was established to increase survivors’ access to disaster information and make applying for disaster assistance easier.

DisasterAssistance.gov launched on December 31, 2008, and the initial launch focused on forms of assistance that were federally administered.

DAIP is in the process of expanding the portal to include disaster assistance from federal, tribal, state, local and private sector partners.

Create clearinghouse for Federal, state, local, private disaster assistance and simplify application process

Strengthen controls to protect against waste, fraud and abuse

DisasterAssistance.gov

DisasterAssistance.gov

Landing page Site is a collaboration between DOL and FEMA—DOL front end, FEMA back end PMO manages DOL and EADIS developers for both maintenance and enhancements Technology in use currently - SOA

DAIP Federal Partner Agencies

There are 17 federal partner agencies and DHS/FEMA serves as the managing partner.

Incidentally, as far as or partner categories go, we have Voting Partners and Advisory Partners.

All partners in the top two sections of this table are providing Fiscal Year 2011 fiduciary support to DAIP, and thus, per our governance have voting rights on program decisions.

The supporting partners listed at the bottom are considered Advisory Partners, and because of the fact that they are not contributing financially in FY11, they do not vote.

They do, however, still provide key support and participation in the program and its decisions.

Next slide please…

DAIP Strategic Focus Areas Developing federated application capabilities Increasing surge capacity Improving mobile and SMS text message capabilities Evaluating legacy dependencies and implementing alternate solutions Improving disaster survivor experience on DisasterAssistance.gov Migrating to DHS Data Centers

Program Management Office Support Services Program and Project Management Technical Management Web Management Financial Management Relationship Management Performance Management Administration and Logistics Special Projects

Program and Project Management DAIP complies Project Management Institute (PMI) standards and best practices for program and project management.

All functional areas of this Program are subject to working within appropriate project management activities All contractors staffed on this Program should have a working knowledge of project management best practices For example, the Program currently maintains project artifacts such as:

Thorough documentation for each individual undertaking Action lists Risk register Lessons learned documentation

Technical Management Every individual project undertaken by DAIP has a significant technical component.

DAIP requires a workforce with in-depth knowledge of current technologies, industry standards, and software development best practices PMO resources are responsible for:

Researching and recommending appropriate solutions to achieve Program objectives Leading and managing Integrated Project Teams (IPTs) consisting of Subject Matter Experts (SMEs) and developers Managing all software releases

Web Management The front end of DisasterAssistance.gov will be hosted in the near future in a Drupal open-source Content Management System (CMS). The DAIP PMO will assume responsibility for managing this environment.

DisasterAssistance.gov provides a critical channel for FEMA to achieve its mission in assisting the disaster survivor This functional area will be responsible for:

Regular content updates in the Drupal CMS Vendor management of DOL development resources Recommendations for usability and site improvements

Financial Management DAIP is responsible for maintaining the Program’s budget within the division and financial reporting to external stakeholders.

Since DAIP is an eGov initiative, the Program is accountable to its Federal partners, Office of Management and Budget (OMB), and the Agency Contract staff working within this functional area must be familiar with Federal budgeting practices DAIP reports out to:

NPSC Operations Next Generation Periodic Reporting System (nPRS) Investment Management System (IMS)

OMB 300

Relationship Management DAIP has stakeholders ranging from Federal Agency Partners to State, Local, Tribal and Private Organizations and Disaster Survivors.

FEMA is the managing partner of the DAIP eGov initiative, the PMO provides crucial coordination for the partnership and ensures that all partners requirements are addressed Contract staff in this functional area should have strong working knowledge of various communications channels and methods, as well as strong facilitation skills This functional area manages:

Partner agency interactions, to include Executive Steering Committee coordination DAIP quarterly digest Program collateral Program responses to Freedom of Information Act (FOIA) requests and citizen outreach working in partnership with FEMA External Affairs DAIP participation in appropriate conferences or industry meetings

Performance Management DisasterAssistance.gov provides a challenging environment in which to conduct performance management; since standard website metrics do not apply to event-driven site usage.

The relevance of DAIP as a viable eGov initiative relies upon its ability to effectively demonstrate progress against achieving its mission This functional area must collaborate with other FEMA and Department of Labor (DOL) resources to produce regular performance metrics. Both DOL and FEMA capture site metrics via Google Analytics tools Responsibilities falling under this functional area include:

Operational metrics reporting Programmatic measurement reporting Usability study analyses and recommendations Customer satisfaction analyses and recommendations

Administration and Logistics DAIP requires a consistent approach for managing daily business activities.

This functional responsibility integrates with the other functional areas within the PMO to provide seamless coordination of activities Functional area responsibilities include:

PMO staff on-boarding and off-boarding Centralized Program information distribution PMO property management Meeting coordination Managing the Program’s SharePoint site

Note: The DAIP PMO operates within FEMA’s standard Microsoft Office environment. Property is managed through the Agency’s Logistics Information Management System (LIMS).

Special Projects DAIP may be tasked with out-of-scope initiatives that require PMO support.

Occurs on a completely ad-hoc basis Examples of recent special projects include:

Gulf Coast Oil Spill (GCOS) Registration Intake Optimization for Smart Phones (RIOS)

Statement of Objectives Questions and Answers

Karole Johns Program Manager

Question 1 Question: Will the Industry Day event be webcast so that those not able to travel can still participate in the event?

Response: No

Patricia W. Hughes, LEED AP Business Development Manager

Eley Guild Hardy Architects PA 1091 Tommy Munro Drive Biloxi, Mississippi 39532 T 228.594.2323 F 228.594.2223 www.eleyguildhardy.com

Question 2 Question: Will a Solicitation/Request for Proposal be issued for this program?

Response: Yes, in the future, after Industry Day - date to be determined

Eley Guild Hardy Architects PA 1091 Tommy Munro Drive Biloxi, Mississippi 39532 T 228.594.2323 F 228.594.2223 www.eleyguildhardy.com

Question 3 Question: Will single resource contractors (one person companies) be considered for contract award?

Response: Yes

Eley Guild Hardy Architects PA 1091 Tommy Munro Drive Biloxi, Mississippi 39532 T 228.594.2323 F 228.594.2223 www.eleyguildhardy.com

Question 4 Question: What is the estimated percentage of work that will be performed onsite, and what amount can be done virtually?

Response: Not determined at this time

Eley Guild Hardy Architects PA 1091 Tommy Munro Drive Biloxi, Mississippi 39532 T 228.594.2323 F 228.594.2223 www.eleyguildhardy.com

Question 5 Question: How will the Industry Day be structured? Will it be FEMA presentations or will the attendees have booths where other attendees and FEMA representatives can visit with them?

Response: The meeting will be in an auditorium with stadium-style seating. FEMA will provide an opportunity for vendors to network; no tables/booths will be available

Eley Guild Hardy Architects PA 1091 Tommy Munro Drive Biloxi, Mississippi 39532 T 228.594.2323 F 228.594.2223 www.eleyguildhardy.com

Question 6 Question: Is Disaster Assistance Improvement Program (DAIP) a new requirement?

Response: Disaster Assistance Improvement Program (DAIP) is not a new requirement

Eley Guild Hardy Architects PA 1091 Tommy Munro Drive Biloxi, Mississippi 39532 T 228.594.2323 F 228.594.2223 www.eleyguildhardy.com

Question 7 Question: Who are the incumbents?

Response: Currently, BAE Systems is the prime contractor who subs with Booz Allen, URS (Apptis), Eye Street, and Lever Group

Eley Guild Hardy Architects PA 1091 Tommy Munro Drive Biloxi, Mississippi 39532 T 228.594.2323 F 228.594.2223 www.eleyguildhardy.com

Question 8 Question: Will the government be providing detailed background information on the current technical environment (applications, tools, etc.) which support the eight functional areas in advance of the issuance of an Request for Proposal so that non-incumbent contractors will have the opportunity to respond to the Statement of Objective comprehensively?

Response: Yes, the government will provide detailed background information regarding the requirement and each function categories will be discussed

Eley Guild Hardy Architects PA 1091 Tommy Munro Drive Biloxi, Mississippi 39532 T 228.594.2323 F 228.594.2223 www.eleyguildhardy.com

Questions Form Submittance Please make sure that your written questions and or comments have been provided to FEMA Staff for response before networking sessions begins.

Vendor Networking Session 12:00pm - 12:30pm

LUNCH

12:30pm - 2:00pm

Panel Response to Written Questions

Sean Williams FEMA Contract Specialist

Post draft Request for Proposal (RFP) on Federal Business Opportunities (FBO.gov) Receive, answers, and post questions Post final RFP to FBO Receive, answer, and post questions Receive Proposal Submissions Disseminate Proposals to Evaluation Panel Technical Evaluation Panel (TEP) Chairman reports to Contracting Officer (CO) CO conducts negotiations Award Contract

Disclaimer: The Government reserves the right to make changes to the requirements if warranted.

Next Steps

Program Office Role - To manage and provide oversight of the Disaster Assistance Improvement Program partnership and the DisasterAssistance.gov web portal to improve the delivery of assistance to disaster survivors.

Acquisitions Responsibility – Office of Chief Procurement Officer (OCPO) is responsible for all contracting and related activities. OCPO leads the acquisition planning team collaborating with the stakeholders, providing contractual guidance in accordance with DHS/FEMA Policies on all aspects of procuring goods and/or services; by identifying the best contractual vehicle for the requirement with achieving the best value for the Government.

Roles and Responsibilities

On behalf of FEMA, we would like to thank you for your participation and interest in doing business with the Agency.

Thank you!

image1.png image2.emf oleObject1.bin Yes

Document Justification for Stafford Act Non-Compliance;

Send Copy to HCA

Identify Requirements to Transition to Local Vendors

No

Decision Included in Status Updates

Notify JFO Program Office

Assist JFO Program Office with Developing Acquisition Documents

Review Acquisition Package

Assist Business Outreach Team Prepare for Industry Day

Secure Funding

Finalize Requirement

Post Solicitation / Support Source Selection

Contract Award

FEMA Head of Contracting Activity

(HCA)

JFO Contracting Officer (CO)

Portfolio Management Support (Requirements Analyst)

JFO Program Office

Feasible/Practical to “Go Local”?

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