SOW - CPSE.pdf

Statement of Work

NAVY REGION SOUTHWEST STRATEGIC PLAN FOR FIRE &

EMERGENCY SERVICES

General Information

The contractor shall provide a subject matter expert to assist Navy Region Southwest Fire & Emergency Services staff in the development of a community-driven strategic accreditation plan for the Navy Region Southwest (NRSW) Fire & Emergency Services (FES) enterprise.

1. GENERAL: This is a non-personal services contract to provide a Fire & Emergency Services community-driven strategic accreditation plan. The Government shall not exercise any supervision or control over the contract service providers performing the services herein. Such contract service providers shall be accountable solely to the Contractor who, in turn is responsible to the Government.

1.1 Description of Services/Introduction: The contractor shall provide all personnel, equipment, supplies, facilities, transportation, tools, materials, supervision, and other items and non-personal services necessary to provide a community-driven strategic accreditation plan as defined in this Performance Work Statement except for those items specified as government furnished property and services. The contractor shall perform to the standards in this contract.

1.2 Background: Navy Region Southwest Fire & Emergency Services is required to obtain and maintain a Commission on Fire Accreditation International (CFAI) accreditation in accordance with Department of Defense Fire and Emergency Services Program DoDI 6055.06 and Navy Fire and Emergency Services Program OPNAVINST 11320.23G.

1.3 Objectives: The contractor shall develop a clear understanding of FES’s background, goals, and objectives while understanding any complex issues currently being faced. The strategic plan will identify and provide a Plan of Action & Milestones (POA&M) for obtaining and maintaining accreditation over the next 5 years. The plan must address NRSW FES’s mission, vision and values and must be achievable, measurable, and responsive to fluctuating community needs.

1.4 Scope: The contractor shall develop:

a) A Plan of Action & Milestones (POA&M) that comprises the strategic plan that is comprehensive, clearly designed and utilizes stakeholder input.

b) Survey external stakeholders (installation personnel, family housing and external agencies) across the enterprise to identify their expectations, concerns, and priorities.

c) The contractor will facilitate a four-day work session with FES internal stakeholders to align external stakeholder feedback to create FES’s mission, vision, and values.

d) A professionally formatted and published Strategic POA&M, outlining initiatives, goals, critical tasks and clearly defined performance measures. The Strategic Plan should:

1) Align internal and external stakeholder relationships with the goals of FES.

2) Encourage involvement, participation, and teamwork.

3) Focus on critical issues and needs of both the internal and external stakeholders.

Deliverable: The contractor shall provide:

a) A digital copy and twelve hardbound copies of a professionally formatted and published Strategic Plan. The plan must include the NRSW FES:

1) Fire and Emergency Services Mission and vision

2) Fi re and Emerge ncy Se rvices Va lues a nd pr inc iples

3) Community expectations, concerns, and service prioritization

4) Critical issues and service gaps

5) Implementation strategies including areas of responsibility, critical tasks and timelines.

b) Contractor will ensure the Strategic POA&M will include:

1) Development of a project work plan

2) Identification and coordination of stakeholders

3) Facilitation of on-site work sessions involving stakeholders

4) Status reports

5) An executive orientation session

6) Provision of all necessary forms

7) Findings from surveys, interviews, questionnaires and facilitation

8) A technically and professionally competent Strategic Plan, that includes:

Mission Vision Guiding values Community expectations, concerns, and positive feedback Prioritization of programs and services Strengths, Weaknesses, Opportunities and Threats S.W.O.T. analysis Identified critical issues and service gaps Strategic initiatives Planned outcomes Goals, objectives, performance expectations Implementation strategies including areas of responsibility, critical tasks and timelines

9) One (1) digital copy of the draft report for review of accuracy of obtained information

10) One (1) digital copy and twelve (12) professionally bound copies of the final

Strategic Plan.

c) Contractor must provide documentation of Commission on Fire Accreditation International (CFAI) accreditation Strategic Plan assessment services for previous government and/or civilian FES agencies. Experience must span a minimum of 5 years.

d) Contractor must deliver a Quality Control CFAI Strategic timeline to the KO Specialist, COR and key personnel within 30 days after contract award.

e) Contractor must provide a list of personnel to the COR 15 days after contract is awarded so a criminal history background check can be completed.

1.5 Period of Performance: The Period of Performance reads as follows:

Base Year Start date: OCTOBER 01, 2024 End date: SEPTEMBER 30, 2029

1.6 General Information

1.6.1 Quality Control: The contractor shall develop and maintain a proposed timeline for CFAI Strategic Plan rollout to ensure services are performed in accordance with this SOW. The Quality Control CFAI Strategic timeline must be delivered to the KO Specialist, COR and key personnel within 30 days after contract award. After acceptance of the CFAI Strategic Plan timeline, the contractor must receive the contracting officer’s acceptance in writing for any proposed change to his QC system.

1.6.2 Quality Assurance: The government shall evaluate the contractor’s performance under this contract in accordance with the Quality Assurance Surveillance Plan. This plan is primarily focused on what the Government must do to ensure that the contractor has performed in accordance with the performance standards. It defines how the performance standards will be applied, the frequency of surveillance, and the minimum acceptable defect rate(s).

1.6.3 Recognized Holidays: Contractor is not required to perform services on holidays:

New Year’s Day Labor Day Martin Luther King Jr.’s Birthday Columbus Day President’s Day Veteran’s Day Memorial Day Thanksgiving Day Independence Day Christmas Day

1.6.4 Hours of Operation: The contractor is responsible for conducting business, between the hours of 0800 to 1600, Monday thru Friday except Federal holidays or when the Government facility is closed due to local or national emergencies, administrative closings, or similar Government directed facility closings.

For other than firm fixed price contracts, the contractor will not be reimbursed when the government facility is closed for the above reasons. The Contractor must at all times maintain an adequate workforce for the uninterrupted performance of all tasks defined within this SOW when the Government facility is not closed for the above reasons. When hiring personnel, the Contractor shall keep in mind that the stability and continuity of the workforce are essential.

1.6.5 Place of Performance: The work to be performed under this contract will be performed at the NRSW Headquarters building at the HQ Broadway Complex.

1.6.6 Type of Contract: The government will award a Firm-Fixed Price.

1.6.7 Security Requirements: Contractor personnel performing work under this contract do not require logical access to NMCI. Only security requirement for the contractor is to provide a list of personnel to the COR, 15 days after contract is awarded so a criminal history background check can be completed. Per the CNICINST 5530.14A chapter 2, all contractors requesting unescorted access must have a National Crime Information Center (NCIC) criminal history check completed before access can be given. Once each individual has passed the criminal history check, each person must register at the Naval Base San Diego Pass and ID office and request a Defense Biometric Identification System (DBIDS) credential for each contractor performing work under this contact.

1.6.7.1 PHYSICAL Security: The contractor shall be responsible for safeguarding all government equipment, information and property provided for contractor use. At the close of each work period, government facilities, equipment, and materials shall be secured.

1.6.8 Special Qualifications: The contractor must:

a) Must have a thorough understanding of the Commission on Fire Accreditation International (CFAI) guidelines in developing the strategic plan.

b) Must be a subject matter expert in developing customer driven strategic plans.

Qualifications for all key personnel are listed below:

c) Be familiar with the scope and responsibility of the fire service, either municipal or Department of Defense.

d) Have a complete understanding of the Commission on Fire Accreditation International (CFAI) accreditation process and the emergency service accreditation model.

e) Have a minimum of 5 years’ prior CFAI accreditation experience.

1.6.9 Post Award Conference/Periodic Progress Meetings: The Contractor agrees to attend any post award conference convened by the contracting activity or contract administration office in accordance with Federal Acquisition Regulation Subpart 42.5. The contracting officer, Contracting Officers Representative (COR), and other Government personnel, as appropriate, may meet periodically with the contractor to review the contractor's performance. At these meetings the contracting officer will apprise the contractor of how the government views the contractor's performance and the contractor will apprise the Government of problems, if any, being experienced. Appropriate action shall be taken to resolve outstanding issues.

These meetings shall be at no additional cost to the government.

1.6.10 Contracting Officer Representative (COR): The (COR) will be identified by separate letter. The COR monitors all technical aspects of the contract and assists in contract administration The COR is authorized to perform the following functions: assure that the Contractor performs the technical requirements of the contract: perform inspections necessary in connection with contract performance:

maintain written and oral communications with the Contractor concerning technical aspects of the contract:

issue written interpretations of technical requirements, including Government drawings, designs, specifications: monitor Contractor's performance and notifies both the Contracting Officer and Contractor of any deficiencies; coordinate availability of government furnished property, and provide site entry of Contractor personnel. A letter of designation issued to the COR, a copy of which is sent to the Contractor, states the responsibilities and limitations of the COR, especially with regard to changes in cost or price, estimates or changes in delivery dates. The COR is not authorized to change any of the terms and conditions of the resulting order.

1.6.11 Key Personnel: The follow personnel are considered key personnel by the government: Regional Special Operations Chief Garrett Robillard and Regional Training Chief Nick Christensen. The contractor shall provide a contract manager who shall be responsible for the performance of the work. The name of this person and an alternate who shall act for the contractor when the manager is absent shall be designated in writing to the contracting officer. The contract manager or alternate shall have full authority to act for the contractor on all contract matters relating to daily operation of this contract. The contract manager or alternate shall be available between 7:00am to 4:00pm, Monday thru Friday except Federal holidays or when the government facility is closed for administrative reasons.

1.6.12 Identification of Contractor Employees: All contract personnel attending meetings, answering Government telephones, and working in other situations where their contractor status is not obvious to third parties are required to identify themselves (DBIDS credential) as such to avoid creating an impression in the minds of members of the public that they are Government officials. They must also ensure that all documents or reports produced by contractors are suitably marked as contractor products or that contractor participation is appropriately disclosed.

1.6.16 Organizational Conflict of Interest: Contractor and subcontractor personnel performing work under this contract may receive, have access to or participate in the development of proprietary or source selection information (e.g., cost or pricing information, budget information or analyses, specifications or work statements, etc.) or perform evaluation services which may create a current or subsequent Organizational Conflict of Interests (OCI) as defined in FAR Subpart 9.5. The Contractor shall notify the Contracting Officer immediately whenever it becomes aware that such access or participation may result in any actual or potential OCI and shall promptly submit a plan to the Contracting Officer to avoid or mitigate any such OCI. The Contractor’s mitigation plan will be determined to be acceptable solely at the discretion of the Contracting Officer and in the event the Contracting Officer unilaterally determines that any such OCI cannot be satisfactorily avoided or mitigated, the Contracting Officer may effect other remedies as he or she deems necessary, including prohibiting the Contractor from participation in subsequent contracted requirements which may be affected by the OCI.

PART 2

DEFINITIONS & ACRONYMS

2. DEFINITIONS AND ACRONYMS:

2.1. DEFINITIONS:

2.1.1. CONTRACTOR. A supplier or vendor awarded a contract to provide specific supplies or service to the government. The term used in this contract refers to the prime.

2.1.2. CONTRACTING OFFICER. A person with authority to enter into, administer, and or terminate contracts, and make related determinations and findings on behalf of the government. Note: The only individual who can legally bind the government.

2.1.3. CONTRACTING OFFICER'S REPRESENTATIVE (COR). An employee of the U.S. Government appointed by the contracting officer to administer the contract. Such appointment shall be in writing and shall state the scope of authority and limitations. This individual has authority to provide technical direction to the Contractor as long as that direction is within the scope of the contract, does not constitute a change, and has no funding implications. This individual does NOT have authority to change the terms and conditions of the contract.

2.1.4. DEFECTIVE SERVICE. A service output that does not meet the standard of performance associated with the Performance Work Statement.

2.1.5. DELIVERABLE. Anything that can be physically delivered, but may include non-manufactured things such as meeting minutes or reports.

2.1.6. KEY PERSONNEL. Contractor personnel that are evaluated in a source selection process and that may be required to be used in the performance of a contract by the Key Personnel listed in the PWS. When key personnel are used as an evaluation factor in best value procurement, an offer can be rejected if it does not have a firm commitment from the persons that are listed in the proposal.

2.1.7. PHYSICAL SECURITY. Actions that prevent the loss or damage of Government property.

2.1.8. QUALITY ASSURANCE. The government procedures to verify that services being performed by the Contractor are performed according to acceptable standards.

2.1.9. QUALITY ASSURANCE Surveillance Plan (QASP). An organized written document specifying the surveillance methodology to be used for surveillance of contractor performance.

2.1.10. QUALITY CONTROL. All necessary measures taken by the Contractor to assure that the quality of an end product or service shall meet contract requirements.

2.1.11. SUBCONTRACTOR. One that enters into a contract with a prime contractor. The Government does not have privity of contract with the subcontractor.

2.1.12. WORK DAY. The number of hours per day the Contractor provides services in accordance with the contract.

2.1.12. WORK WEEK. Monday through Friday, unless specified otherwise.

2.2. ACRONYMS:

ACOR Alternate Contracting Officer's Representative CFR Code of Federal Regulations CONUS Continental United States (excludes Alaska and Hawaii) COR Contracting Officer Representative COTR Contracting Officer's Technical Representative COTS Commercial-Off-the-Shelf DBIDS Defense Biometric Identification System DD250 Department of Defense Form 250 (Receiving Report) DD254 Department of Defense Contract Security Requirement List DFARS Defense Federal Acquisition Regulation Supplement DMDC Defense Manpower Data Center DOD Department of Defense FAR Federal Acquisition Regulation HIPAA Health Insurance Portability and Accountability Act of 1996 KO Contracting Officer NCIC National Crime Information Center OCI Organizational Conflict of Interest OCONUS Outside Continental United States (includes Alaska and Hawaii) ODC Other Direct Costs PIPO Phase In/Phase Out POC Point of Contact PRS Performance Requirements Summary PWS Performance Work Statement QA Quality Assurance QAP Quality Assurance Program QASP Quality Assurance Surveillance Plan QC Quality Control QCP Quality Control Program TE Technical Exhibit

PART 3

GOVERNMENT FURNISHED PROPERTY, EQUIPMENT, AND SERVICES

3. GOVERNMENT FURNISHED ITEMS AND SERVICES:

3.1. Services: None.

3.2 Facilities: The Government will provide a conference room for contractor staff.

3.3 Utilities: The contractor shall be responsible for operating under conditions that preclude the waste of utilities, which include turning off the water faucets or any government equipment.

3.4 Equipment: None.

3.5 Materials: None.

PART 4

CONTRACTOR FURNISHED ITEMS AND SERVICES

4. CONTRACTOR FURNISHED ITEMS AND RESPONSIBILITIES:

4.1 General: The Contractor shall furnish all supplies, equipment, facilities and services required to perform work under this contract that are not listed under Section 3 of this PWS.

4.2 Secret Facility Clearance: N/A.

4.3. Materials: None.

4.4. Equipment: None.

PART 5

SPECIFIC TASKS

5. Specific Tasks:

5.1. Basic Services. The contractor shall provide services for a community-driven strategic accreditation plan.

5.2. (For specific information, see Section 1.4)

PART 6

APPLICABLE PUBLICATIONS

6. APPLICABLE PUBLICATIONS (CURRENT EDITIONS)

6.1. The Contractor must abide by all applicable regulations, publications, manuals, and local policies and procedures.

6.1.a Commission on Fire Accreditation International (CFAI) Department of Defense Fire and Emergency Services Program DoDI 6055.06 https://www.safety.marines.mil/Portals/92/Docs/605506p.pdf

6.1.b. Navy Fire and Emergency Services Program OPNAVINST 11320.23G.

https://doni.documentservices.dla.mil/Directives/11000%20Facilities%20and%20Land%20Management% 20Ashore/11-300%20Utilities%20Services/11320.23G.pdf

PART 7

ATTACHMENT/TECHNICAL EXHIBIT LISTING

7. Attachment/Technical Exhibit List:

7.1. Attachment 1/Technical Exhibit 1 – Performance Requirements Summary

7.1.1. Contractor must provide documentation of Commission on Fire Accreditation International

(CFAI) accreditation Strategic Plan assessment services for previous government and/or civilian FES agencies. Experience must span a minimum of 5 years.

7.1.2. Contractor must provide a list of personnel to the COR 15 days after contract is awarded so a criminal history background check can be completed.

7.2. Attachment 2/Technical Exhibit 2 – Deliverables Schedule

7.2.1. A digital copy and twelve hardbound copies of a professionally formatted and published

Strategic Plan. The plan must include the NRSW FES:

a. Fire and Emergency Services Mission and vision

b. Fi re and Emerge nc y Se rvices Va lues a nd pr inc iples

c. Community expectations, concerns, and service prioritization

d. Crit ical issues and service gaps

e. Implementation strategies including areas of responsibility, critical tasks and timelines.

7.2.2. Contractor will ensure the Strategic POA&M will include:

a. Development of a project work plan

b. Identification and coordination of stakeholders

c. Facilitation of on-site work sessions involving stakeholders

d. Status reports

e. An executive orientation session

f. Provision of all necessary forms

g. Findings from surveys, interviews, questionnaires and facilitation

h. A technically and professionally competent Strategic Plan, that includes:

Mission Vision Guiding values Community expectations, concerns, and positive feedback Prioritization of programs and services Strengths, Weaknessess, Opportunities and Threats S.W.O.T. analysis Identified critical issues and service gaps Strategic initiatives Planned outcomes Goals, objectives, performance expectations Implementation strategies including areas of responsibility, critical tasks and timelines

7.2.3. Contractor will provide one (1) digital copy of the draft report for review of accuracy of obtained information.

7.2.4. Contractor will provide one (1) digital copy and twelve (12) professionally bound copies of the final Strategic Plan.

7.2.5. Contractor must deliver a Quality Control CFAI Strategic timeline to the KO Specialist, COR and key personnel within 30 days after contract award.