NTED Program Support Services SOW_03-05-2025.docx

Federal Emergency Management Agency

Statement of Work (SOW) Review of Training Programs Department of Homeland Security (DHS) Federal Emergency Management Agency (FEMA) Resilience - National Preparedness Directorate (NPD) National Training and Education Division (NTED) Training Partners Program (TPP)

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DEPARTMENT OF HOMELAND SECURITY (DHS)

Statement of Work (SOW) For NTED Program Support Services

1.0 General

1.1 Background

TPP sponsors the development, delivery, and evaluation of training and education by external partners through grants, Cooperative Agreements, and Interagency Agreements (IAAs). TPP applies the Analysis, Design, Development, Implementation, and Evaluation (ADDIE) model of instructional systems design in the development of curricula in a wide range of subject matter for first responders, emergency managers, and elected and appointed officials.

1.2 Scope

This SOW is for support to conduct as well as for the continual improvement of TPP course review and audit processes. This support includes tasks associated with the following requirements:

· Curriculum Review

· Instructor Audit

· Grant Application Review Consultation and Logistics Support

· 508 Testing and Evaluation

The tasks under this requirement are non-severable services.

1.3 Objective

This Statement of Work (SOW) provides for the delivery of logistical, managerial, administrative, and consultative services for tasks associated with review of all-hazards curricula, audit of training delivery, and conduct of Review Boards for training sponsored by the US Department of Homeland Security (DHS), Resilience, National Preparedness Directorate (NPD), National Training and Education Division (NTED), Training Partners Program (TPP). The purpose of this work is to ensure that all funds provided through TPP result in the development and delivery of consistently high-quality training.

1.4 Applicable Documents

· N/A

1.4.1 Compliance Documents

The following documents provide specifications, standards, or guidelines that must be complied with in order to meet the requirements of this contract:

· There are no applicable compliance documents required to support this action.

1.4.2 Reference Documents

The following documents may be helpful to the Contractor in performing the work described in this document:

· There are no applicable reference documents required to support this action.

2.0 Specific Requirements/Tasks: TPP-Sponsored Courses

These courses or programs are developed for and delivered by institutions and organizations funded by TPP, e.g., the National Domestic Preparedness Consortium (NDPC), Rural Domestic Preparedness Consortium (RDPC), and other TPP Training Partners.

2.1 Onsite Review:

The Contractor shall manage the execution of onsite course reviews by providing logistical and administrative support and expertise in organizing all aspects of each course review. The Contractor shall ensure that three (3) Independent Third-Party Subject Matter Experts (SMEs) will be assigned to provide detailed course content and materials review and will determine the accuracy and appropriateness of the course content and materials. The SMEs must complete the course review within 14 business days after completion of the onsite review. Extensions to the above will be made by the TPP Contracting Officer Representative in coordination with the assigned TPP Program Manager on a case-by-case basis. On occasion the Contractor shall be tasked to consult with TPP staff regarding the continual improvement of the Course Re-certification process.

The SMEs shall perform a review of course materials that includes but are not limited to:

· Instructor Guide/Instructor Outline/Instructor Lesson Plans

· Participant Manual/Guide/Workbook

· Audio/Visual Support Materials

· Special Support Materials

· Consultation for the review Processes

2.2 Online Review:

The Contractor shall manage the execution of course reviews of online content by providing logistical and administrative support and expertise in organizing all aspects of each course review. The Contractor shall also be tasked to provide consultation regarding best practices and improvements to the Desk Review process. The Contractor shall ensure the conduct of detailed course content and materials reviews are accomplished as required. The review of online courses shall consist of a review of course content and materials by SMEs. The Contractor shall ensure that three (3) Independent Third-Party SMEs will be assigned to provide detailed course content and materials review and will determine the accuracy and appropriateness of the course content and materials. The SMEs must complete the course review within 14 business days after receipt of all course materials. Extensions to the above will be made by the TPP Contracting Officer Representative in coordination with the assigned TPP Program Manager on a case-by-case basis.

The review will be of any combination the following materials: course design document, storyboards, voice-over scripts, visual presentations, program of instruction, handouts, examinations, and other relevant materials specifically for the purpose of ensuring safe delivery of accurate, current subject matter.

2.3 Course Re-certification:

The Contractor shall manage the execution of Desk Reviews for course recertification by providing logistical and administrative support and expertise in organizing all aspects of each course review. The Contractor shall ensure the conduct of detailed course content and materials reviews are accomplished as required. The Contractor shall be responsible for managing the execution of review of courses that are within the window for the three-year course recertification period. This recertification shall consist of a review of course content and materials by SMEs. The Contractor shall ensure that three (3) Independent Third-Party SMEs will be assigned to provide detailed review of course content and materials and will determine the accuracy and appropriateness of the course content and materials. The SMEs must complete the course review within 14 business days after receipt of all course materials. Extensions to the above will be made by the TPP Contracting Officer Representative in coordination with the assigned TPP Program Manager on a case-by-case basis.

The review will be of any combination of the following materials: course design document, instructor manuals/guides, student manuals/guides, visual presentations, program of instruction, handouts, examinations, and other relevant materials specifically for the purpose of ensuring safe delivery of accurate, current subject matter.

These courses shall be reviewed based on their original certification date and submitted to the Contractor by the TPP Program Manager within the three-year course certification date. On occasion the Contractor shall be tasked to consult with TPP staff regarding the continual improvement of the Course Re-certification process.

2.4 Instructor Audit:

The Contractor shall manage the execution of an instructor audit by providing logistical and administrative support and expertise in organizing all aspects of each instructor audit. The Contractor shall ensure that one (1) Independent Third-Party consultant with a background and knowledge in instructional delivery and adult education techniques will be assigned to provide an unbiased assessment of course delivery and instructor methodology. The SME must complete the course review within 5 business days after the conclusion of the course delivery. Extensions to the above will be made by the TPP Contracting Officer Representative in coordination with the assigned TPP Program Manager on a case-by-case basis.

This shall include, at a minimum:

· Coordination with training provider;

· Communicating instructor audit requirements to training partners, TPP staff, SMEs and other agencies;

· Commissioning appropriate SME and communicating audit elements;

· Distribution of course materials, e.g., student manual, instructor guide, visual presentation, Course Design Document (CDD), handouts, examination and other relevant materials;

· Distribution of instructor credentials;

· Impartial evaluation of training instructors within the requirements of TPP instructor program standards, requirements, and regulations;

· Collection and compilation of comments prior to, during, and after the completion of the instructor audit; and

· Processing of post-audit paperwork.

2.5 Grant Application Review Consulting and Logistics Support/Course Delivery/Instructor Audit:

TPP provides grants to fund the development of training programs for our nation’s first responders. TPP publishes Focus Areas, in which training grant applications for development and delivery are encouraged. In order to ensure responsible stewardship of available funds and to make the best available training available for first responders, these applications must be evaluated by individuals with subject matter expertise in the relevant focus areas.

The Contractor shall have the capability of using the Delphi Method or other consensus building techniques to facilitate the process of grant application reviews and to optimize the value obtained from a SME review panel while also minimizing costs. The Delphi Method is a structured method designed to facilitate the process of collecting and distilling information and forming consensus among a group of experts. This approach helps to control for the group dynamics of social interaction helping the group to reach more objective decisions. Because the process is typically completed electronically, consensus can be achieved among a group of geographically dispersed experts without the cost and inconvenience associated with travel. The use of the Delphi Technique does not preclude direct conversation among participants at planned intervals in the process. One common approach is to administer initial surveys remotely and then facilitate group discussion via conference call or webinar in the later stages if needed.

Provide expertise in evaluating the instructional design aspect of grant applications and support the logistical components of both virtual and face‐to‐face meetings for a variety of our Federal customers. Provide assistance to TPP throughout the process for reviewing and evaluating Continuing Training Grant (CTG) proposals.

Contractor support in the review process include:

· Identifying and providing SMEs for review of grant applications (virtually or face‐to‐face)

· Providing project management support and subject matter expertise for the full life cycle of the grant application review process from planning to reporting and close out

· Designing and/or updating tools for SME review, data collection and management and reporting

The audit shall consist of an onsite course delivery/instructor observation and evaluation. The Contractor shall use the TPP-developed course delivery/instructor audit process to observe and evaluate course instructor. The assigned TPP program manager shall approve all Subject Matter Experts and evaluators hired for this program. Instructors shall be evaluated on each module they deliver, and the auditors shall record the presentation on the approved TPP instructor audit form. A detailed summary of each ratable content area to include: Preparation, Content, Delivery, Supervision, and Reinforcement shall be prepared by the auditor to include strengths and weaknesses of the course delivery/instructor, and a final detail overall summary report of the instructor presentation shall be delivered.

2.6 National Incident Management Systems (NIMS) Review:

The purpose of the NIMS Reviews is to objectively evaluate whether NTED-funded courses are consistent with the concepts, principles, and key terms of the NIMS. Designated consultant reviewer examines the course materials only and does not attend a training session at which the course is delivered.

A NIMS Review of training course materials should be conducted for consistency with NIMS. Consistency is defined as: (1) in agreement with, (2) holding to the same principles and practices and (3) not contradictory to. In some instances, a course may not be fully compliant with NIMS, but it will be consistent with the NIMS concepts, terms, wording, and requirements.

The Contractor shall conduct the NIMS Review using the National Incident Management System doctrine (October 2017). FEMA released the refreshed National Incident Management System doctrine on October 17, 2017. NIMS implementation resources can be found at: https://www.fema.gov/emergency-managers/nims.

Recommendations to add to or strengthen any section of the course material shall be specifically made using the current version of NIMS. These recommendations should be specific and identify the NIMS component, the concept or principle, or the management characteristic within NIMS that the course materials do or does not address adequately.

Component 1: Communications and Information Management - NIMS 2017:

Communications and Information Management describes systems and methods that help to ensure that incident personnel and other decision makers have the means and information they need to make and communicate decisions.

Component 2: Resource Management - NIMS 2017:

Resource Management describes standard mechanisms to systematically manage resources, including personnel, equipment, supplies, teams, and facilities, both before and during incidents in order to allow organizations to more effectively share resources when needed.

Component 3: Command and Coordination - NIMS 2017:

Command and Coordination describes leadership roles, processes, and recommended organizational structures for incident management at the operational and incident support levels and explains how these structures interact to manage incidents effectively and efficiently.

The Contractor shall work with the National Integration Center (NIC) within the National Preparedness Directorate to obtain an overview of NIMS as well as other NIMS-supporting guidance/tools where NIC staff will provide information to the Contractor on the latest NIMS policies, tools and resources to further their understanding of NIMS.

2.7 Consulting Services

Services that the Contractor shall offer include:

· The Contractor shall provide consultation with TPP and stakeholders to evaluate and improve the efficiency and effectiveness of the course review processes.

2.8 508 Compliance

The Contractor shall have 508 Trusted Testers to review and test the product in accordance with DHS-approved processes for evaluating and reporting on the Section 508 compliance of online course materials, software, and web-based content, and provide 508 test results which outline the identified defects. The Contractor shall provide a Section 508 remediation plan, if defects are identified during 508 testing, which outline how the defects will be remediated, the strategies for fixing them, and the timeframe of completion.

2.9 Section 508 Compliance Testing

DHS has defined a process for testing software products, web-based materials, and documents to ensure their conformance with 508 requirements. The Trusted Tester program helps to promote a common understanding of the 508 web standards; unifies test processes, tools, and results reporting; and improves the ability of developers to remediate conformance issues. Each component/file is tested by an individual holding a Trusted Tester Certification using methods and tools appropriate for the format; each component is individually addressed in the reporting process.

2.10 Section 508 Consultation

The Contractor shall provide consultation throughout the development lifecycle. Using virtual meeting tools, like screen sharing, the tester can demonstrate how they arrived at their findings and help the training partner better understand the error and suggest strategies for remediation.

2.11 Section 508 Bi-Weekly Discussions

The Contractor shall facilitate a series of bi-weekly Section 508 discussions. These bi-weekly Adobe Connect sessions provide a forum to answer common questions and discuss best practices for development, remediation, testing, and troubleshooting. The sessions allow training partners to discuss issues and share information with each other as a community of practice.

2.12 Section 508 Webinars

The Contractor shall host webinars covering a variety of topics related to Section 508 and accessibility. Topics are typically selected based on an identified need (e.g. if there are many common errors amongst training partners) or if there are new developments related to accessibility; for example, the most recent webinar highlighted best practices for virtual training delivery.

3.0 CONTRACTOR PERSONNEL

3.1 Qualified Personnel

The Contractor shall provide qualified personnel to perform all requirements specified in this SOW.

3.2 Continuity of Support

The Contractor shall ensure that the contractually required level of support for this requirement is maintained at all times. The Contractor shall ensure that all contract support personnel are present for all hours of the workday. If for any reason the Contractor staffing levels are not maintained due to vacation, leave, appointments, etc., and replacement personnel will not be provided, the Contractor shall provide e-mail notification to the Contracting Officer’s Representative prior to employee absence. Otherwise, the Contractor shall provide a fully qualified replacement.

3.3 Key Personnel

The Contractor shall assign full-time key personnel for the duration of the task order period of performance and provide resumes for these personnel. Key personnel shall include, but not be limited to the Project Manager, Qualified DHS Section 508 Trusted Testers, Instructional Systems Designer (ISD), Emergency Management Subject Matter Expert 1, Emergency Management Subject Matter Expert 2, Emergency Management Subject Matter Expert 3, Emergency Management Subject Matter Expert 4, Senior Consultant, Consultant, Senior Management Analyst, and Senior Advisor, who will be essential to completing the work.

Before replacing any individual designated as Key by the Government, the Contractor shall notify the Contracting Officer no less than 15 business days in advance, submit written justification for replacement, and provide the name and qualifications of any proposed substitute(s). All proposed substitutes shall possess qualifications equal to or superior to those of the Key person being replaced, unless otherwise approved by the Contracting Officer. The Contractor shall not replace Key Contractor personnel without approval from the Contracting Officer. The following Contractor personnel are designated as Key for this requirement.

Note: The Government may designate additional Contractor personnel as Key at the time of award.

3.3.1

Contractor Key Personnel shall not be assigned by the contractor to more than one key position for this requirement.

3.4 Project Manager

The Contractor shall provide a Project Manager who shall be responsible for all Contractor work performed under this SOW. The Project Manager shall be a single point of contact for the Contracting Officer and the Contracting Officer Representative. It is anticipated that the Project Manager shall be one of the senior level employees provided by the Contractor for this work effort. The name of the Project Manager, and the name(s) of any alternate(s) who shall act for the Contractor in the absence of the Project Manager, shall be provided to the Government as part of the Contractor's proposal. The Project Manager is further designated as Key by the Government. During any absence of the Project Manager, only one alternate shall have full authority to act for the Contractor on all matters relating to work performed under this contract. The Project Manager and all designated alternates shall be able to read, write, speak and understand English. Additionally, the Contractor shall not replace the Project Manager without prior approval from the Contracting Officer.

It is required that the Project Manager have at a minimum: a master’s degree (or foreign equivalent), supervisory or team lead experience, at least 8 years of work experience focused in areas such as project management, business operations, and government operations, and expert knowledge of emergency management and response operations.

3.4.1

The Project Manager shall be available to the Contracting Officer Representative via telephone between the hours of 8:00AM and 5:00PM Eastern Time (ET), Monday through Friday, and shall respond to a request for discussion or resolution of technical problems within 24 hours of notification.

Additional Key Personnel:

DHS Section 508 Trusted Tester

Qualified DHS Section 508 Trusted Testers must have a Trusted Tester Certification using methods and tools appropriate for the format; each component is individually addressed in the reporting process.

Minium qualifications:

· Bachelor’s Degree and Two years of Instructional Design Experience

Instructional Systems Designer (ISD)

Understanding learning models, experience in reviewing and analyzing training materials visually. Knowledge using a typical ISD ADDIE model which includes the following phases: analysis, design, development, implementation, and evaluation (ADDIE).

Minium qualifications:

· Bachelor’s Degree and Two years of Instructional Design Experience

Subject Matter Experts

Emergency Management Subject Matter Expert 1

Experienced technical or program expert with a proven record of providing insight regarding strategic intent, process visioning, and operational performance issues. The following duties are assigned:

· Responsible for providing evaluation, consultation, guidance or direction in specialized area(s) of expertise.

· Consult with project team, customers, and government officials regarding process, content and/or deliverables as required.

· Contribute content, identify best practices, and knowledge of subject matter, translate subject matter terminology as appropriate.

· Provide recommendations verbally and in writing.

· May function in an oversight capacity for research projects, educational activities, evaluations of staff performance, and liaison activities with government agency and other partner organizations.

Minimum/General Experience:

· This position requires a minimum of two years of relevant experience in a related discipline. Must have demonstrated ability to work independently or under only general direction. Good written and oral communication skills are required.

Minimum Education:

· A high school diploma is required. An additional four years of experience may be substituted for the high school diploma.

Emergency Management Subject Matter Expert 2

Experienced technical or program expert with a proven record of providing insight regarding strategic intent, process visioning, and operational performance issues. The following duties are assigned:

· Responsible for providing evaluation, consultation, guidance or direction in a specialized area(s) of expertise.

· Consult with project team, customers, and government officials regarding process, content and/or deliverables as required.

· Contribute content, identify best practices, and knowledge of subject matter, translate subject matter terminology as appropriate.

· Provide recommendations verbally and in writing.

· Usually works with a minimum of supervision but may function in an oversight capacity for research projects, educational activities, evaluations of staff performance, and liaison activities with government agency and other partner organizations.

Minimum/General Experience:

· This position requires a minimum of four years of relevant experience in a related discipline. Must have demonstrated the ability to work independently or under only general direction. Good written and oral communication skills are required.

· A bachelor’s degree from an accredited college or university is required. An additional four years of experience may be substituted for the degree.

Emergency Management Subject Matter Expert 3

Highly experienced technical or program expert with a proven record of providing insight into strategic intent, process visioning, and operational performance issues. The following duties are assigned:

· Responsible for providing evaluation, consultation, guidance, or direction in a specialized area(s) of expertise.

· Consult with project team, customers, and government officials regarding process, content and/or deliverables as required.

· Contribute content, identify best practices, and knowledge of subject matter, translate subject matter terminology as appropriate.

· Provides recommendations verbally and in writing.

· Under general supervision, functions in an oversight capacity for research projects, educational activities, evaluations of staff performance, and liaison activities with government agency and other partner organizations.

· Operates with substantial latitude for un-reviewed action or decision. Reviews progress with management.

Minimum/General Experience:

· This position requires a minimum of seven years of relevant experience in a related discipline. Must have demonstrated the ability to work independently. Good written and oral communication skills are required.

· A bachelor’s degree from an accredited college or university is required. An additional four years of experience may be substituted for the degree.

Emergency Management Subject Matter Expert 4

Highly experienced technical or program expert with a proven record of providing insight into strategic intent, process visioning, and operational performance issues. The following duties are assigned:

· Highly experienced technical or program expert with a proven record of providing insight into strategic intent, process visioning, and operational performance issues.

· Responsible for providing evaluation, consultation, guidance, or direction in a specialized area(s) of expertise.

· Plans and conducts assignments, generally involving the larger and more important projects or more than one project.

· Provides recommendations verbally and in writing.

· Functions in an oversight capacity for research projects, educational activities, evaluations of staff performance, and liaison activities with government agency and other partner organizations.

· Operates with considerable latitude for un-reviewed action or decision.

Minimum/General Experience:

· This position requires a minimum of twelve years of relevant experience in a related discipline. Must have demonstrated the ability to work independently. Good written and oral communication skills are required.

· A bachelor’s degree from an accredited college or university is required. An additional four years of experience may be substituted for the degree.

Senior Consultant

· Performs moderately complex evaluations of existing procedures, processes, techniques, models, and/or systems related to management or performance problems or assists with the design of new processes, models or systems as required by clients.

· Directs or assists with preparation of analysis, reports and/or presentations.

· Uses a variety of sophisticated problem-solving tools to assist in analysis and guide decision making.

· Advises clients of options and next steps.

· Depending upon the scope and complexity of the program or project, may provide project direction or assist the Principal Consultant or Project Manager for the project.

· Provides daily supervision and direction to staff.

· Defines and directs technical specifications and tasks to be performed by team members, defines target dates of tasks and subtasks or assists Principal Consultant or Project Manager with same.

· Depending upon the scope and complexity of the program or project may provide guidance and assistance in coordinating output and ensuring the technical adequacy of the end product or assist. For smaller or less complex projects, maintains responsibility for successful completion of the project, adherence to schedule and project milestones, quality of deliverables, accuracy of analysis and reports, and customer/client satisfaction.

· Demonstrates exceptional oral and written communications skills.

Minimum/General Experience:

· This position requires a minimum of twelve years of progressively responsible experience as an expert in a scientific, professional, or technical field. The advanced degree may be substituted for demonstrated expertise and a national as evidenced by success in publications in the scientific, professional or management literature. This position also requires demonstrated proficiency using commercial automated word processing, graphics systems, and desktop publishing systems.

· A master’s degree from an accredited college or university in a relevant scientific, technical, or professional field. The advanced degree may be substituted for demonstrated expertise in the scientific, professional or management literature.

Consultant

· Generally, assists project lead in the evaluation of client processes, procedures, techniques, or systems, as related to management or performance problems or assists with the design of new processes, models or systems as required by clients.

· Assists with the preparation of analysis, reports and/or presentations.

· Carries out day-to-day project tasks such as interviews, data collection, synthesis, and analysis.

· Contributes to successful completion of the project, adherence to schedule and project milestones, quality of deliverables, accuracy of analysis and reports and customer/client satisfaction.

· Demonstrates excellent oral and written communication skills.

Minimum/General Experience:

· This position requires a minimum of eight years of progressively responsible experience. Must have demonstrated the ability to work independently or under only general direction. This position also requires demonstrated proficiency using commercial automated word processing, graphics systems, and desktop publishing systems.

· A bachelor’s degree in a relevant field from an accredited college or university. With a master’s degree in an appropriate field, four years of general experience is required.

Senior Management Analyst

· Supports and assists project team members in the execution and implementation of a variety of project tasks particularly by providing analytic and technical support.

· Coordinates team activities, communication, and deliverables.

· Completes research and analysis, analyzes, and synthesizes information using problem-solving, evaluation and critical thinking skills.

· Assists with work breakdown structures, prepares charts, tables, graphs, and diagrams to assist in analyzing problems.

· Assists with the development of technical and project requirements.

· Provides guidance and direction for clients and other team members.

Minimum/General Experience:

· This position requires a minimum of four years of relevant experience. Must have demonstrated the ability to work independently or under only general direction. This position also requires demonstrated proficiency using commercial automated word processing, graphics systems, and desktop publishing systems. Good written and oral communication skills are required.

· A bachelor’s degree in a relevant field from an accredited college or university. With a master’s degree in an appropriate field, two years of experience is required.

Senior Advisor

· Performs highly complex evaluations of existing procedures, processes, techniques, models, and/or systems related to management or performance problems or designs new processes, models or system as required by clients.

· Provides guidance, advice, and direction of project team, typically as an advisory capacity.

· Provides guidance in the preparation of analysis, reports, and/or presentations.

· Demonstrates expertise in the use of a variety of sophisticated problem-solving tools to assist us in analysis and guide decision-making.

· Advises clients of options and next steps.

· May define and direct technical specifications and tasks to be performed by team members, defines target dates of tasks and subtasks.

· Provides guidance and direction regarding output and ensuring the technical adequacy of the end-product.

· In an advisory capacity, ensures successful completion of the project, adherence to schedule and project milestones, quality of deliverables, accuracy of analysis and reports, and customer/client satisfaction.

· Demonstrates exceptional oral and written communication skills.

Minimum/General Experience:

· This position requires a minimum of eighteen years of progressively responsible experience in a technical or specialty area, including at least seven years of experience as an internal or external consultant in a field related to the contractor’s practice. This position also requires demonstrated proficiency using commercial automated word processing, graphics systems, and desktop publishing systems.

· A graduate or professional degree from an accredited college or university in a related scientific, technical, or professional field is generally required, but may be substituted. The advanced degree may be substituted for demonstrated expertise and a national reputation as evidenced by success in publications in the scientific, professional or management literature or service on professional or academic committees or work groups.

3.5 Employee Identification

3.5.1

Contractor employees visiting government facilities shall wear an identification badge that, at a minimum, displays the contractor’s name, the employee’s photo, name, clearance-level and badge expiration date.

Visiting Contractor employees shall comply with all Government escort rules and requirements. All Contractor employees shall identify themselves as Contractors when their status is not readily apparent and always display all identification and visitor badges in plain view above the waist.

3.5.2

Contractor employees working on-site at government facilities shall wear a government issued identification badge. all contractor employees shall identify themselves as contractors when their status is not readily apparent (in meetings, when answering government telephones, in e-mail messages, etc.) and display the government issued badge in plain view above the waist at all times.

3.6 Employee Conduct

Contractor’s employees shall comply with all applicable Government regulations, policies, and procedures (e.g., fire, safety, sanitation, environmental protection, security, “off limits” areas, wearing of parts of DHS uniforms, and possession of weapons) when visiting or working at Government facilities. The Contractor shall ensure Contractor employees always present a professional appearance and that their conduct shall not reflect discredit on the United States or the Department of Homeland Security. The Project Manager shall ensure Contractor employees understand and abide by Department of Homeland Security established rules, regulations and policies concerning safety and security.

3.7 Removing Employees for Misconduct or Security Reasons

The Government may, at its sole discretion (via the Contracting Officer*), direct the Contractor to remove any Contractor employee from DHS facilities for misconduct or security reasons. Removal does not relieve the Contractor of the responsibility to continue providing the services required under the contract. The Contracting Officer will provide the Contractor with a written explanation to support any request to remove an employee.

4.0 Other Applicable Conditions

4.1 Security

Contractor access to unclassified, but Security Sensitive Information may be required under this SOW. Contractor employees shall safeguard this information against unauthorized disclosure or dissemination.

4.2 Period of Performance

The period of performance for this contract is a one-year base period with four one-year option periods.

4.3 Place of Performance

The primary place of performance will be the Contractor’s facilities with frequent visits to the Department of Homeland Security facilities in the Washington Metro Area.

4.4 Hours of Operation

There may be occasions when Contractor employees shall be required to work other than normal business hours, including weekends and holidays, to fulfill requirements under this SOW.

4.5 Travel

Contractor travel shall be required to support this requirement. All travel required by the Government outside the local commuting area(s) will be reimbursed to the Contractor in accordance with the Federal Travel Regulations. The Contractor shall be responsible for obtaining Contracting Officer Representative approval (electronic mail is acceptable) for all reimbursable travel in advance of each travel event.

4.6 Kickoff Meeting

The Contractor shall attend a Kickoff meeting with the Contracting Officer and the Contracting Officer Representative no later than 30 business days after the date of award. The purpose of the Kickoff meeting, which will be chaired by the Contracting Officer, is to discuss technical and contracting objectives of this contract. The Kickoff meeting will be held at the Government’s facility, located at 500 C St SW, Washington, DC 20472, or via teleconference.

4.7 Project Plan

· Not applicable

4.8 Business Continuity Plan

The Contractor shall prepare and submit a Business Continuity Plan (BCP) to the Government. The BCP Plan shall be due 30 business days after the date of award and will be updated on an annual basis. The BCP shall document Contractor plans and procedures to maintain support during an emergency, including natural disasters and acts of terrorism. The BCP, at a minimum, shall include the following:

· A description of the Contractor’s emergency management procedures and policy

· A description of how the Contractor will account for their employees during an emergency

· How the Contractor will communicate with the Government during emergencies

· A list of primary and alternate Contractor points of contact, each with primary and alternate:

Telephone numbers E-mail addresses

4.8.1

Individual BCPs shall be activated immediately after determining that an emergency has occurred, shall be operational within 72 hours of activation or as directed by the government, and shall be sustainable until the emergency situation is resolved and normal conditions are restored or the contract is terminated, whichever comes first.

In case of a life-threatening emergency, the Contracting Officer Representative shall immediately make contact with the Contractor Project Manager to ascertain the status of any Contractor personnel who were located in Government controlled space affected by the emergency. When any disruption of normal, daily operations occur, the Contractor Project Manager and the Contracting Officer Representative shall promptly open an effective means of communication and verify:

· Key points of contact (Government and contractor)

· Temporary work locations (alternate office spaces, telework, virtual offices, etc.)

· Means of communication available under the circumstances (e.g. email, webmail, telephone, FAX, courier, etc.)

· Essential Contractor work products expected to be continued, by priority

4.8.2

The government and contractor project manager shall make use of the resources and tools available to continue contracted functions to the maximum extent possible under emergency circumstances.

Contractors shall obtain approval from the Contracting Officer prior to incurring costs over and above those allowed for under the terms of this contract. Regardless of contract type, and of work location, Contractors performing work in support of authorized tasks within the scope of their contract shall charge those hours accurately in accordance with the terms of this contract.

4.9 Monthly Progress Reports

The Contractor shall submit monthly progress reports by the fifteenth calendar day of the following month for each calendar month during the performance period. The monthly progress reports will provide a summary of the activities accomplished, deliverables submitted whether approved or disapproved, problems, and resolutions employed during the month. It will also provide a summary of the activities anticipated during the upcoming reporting period. The report will highlight any circumstances that may lead to delays under the contract delivery schedule and the impact such delay(s) may ultimately have on the remaining performance period. The monthly progress reports shall also provide an overview of the actual reimbursable expenditures billed, a projection of anticipated reimbursable expenditures for the remaining contract period, and the funding remaining under reimbursable CLIN of the contract.

4.10 Progress Meetings

The Project Manager shall be responsible for keeping the Contracting Officer Representative informed about Contractor progress throughout the performance period of this contract and ensure Contractor activities are aligned with the SOW requirements. At a minimum, the Project Manager shall review the status and results of Contractor performance with the Contracting Officer Representative on a weekly basis via teleconference.

4.10.1 Course Review Board Meetings

The Course Review Board shall meet to resolve any differences when TPP and the curriculum developer do not agree on issues related to course development and delivery. A meeting (in-person, online, or teleconference) attended by training partner staff (i.e., project manager, instructional designer, developmental team subject matter experts [SMEs], etc.), TPP Program Manager (PM), and subject matter expert(s), facilitated by Contractor PM must be held to reach consensus regarding course development and delivery.

4.11 General Report Requirements

The Contractor shall provide all written reports in electronic format with read/write capability using applications that are compatible with DHS workstations (Windows XP and Microsoft Office Applications).

4.11.1 Annual Report

The Contractor shall submit an annual report by the fifteenth calendar day of each contract performance period. The annual report should provide a summary of all the activities accomplished, deliverables submitted, problems, and resolutions encountered during the period being reported.

4.11.2 Final Contract Report

The Contractor shall submit a final contract report by no later than thirty days after contract expiration date. The final report shall provide a summary of all the activities accomplished, deliverables submitted, problems, and resolutions encountered during the contract performance period. The final report shall also provide an overview of the actual reimbursable expenditures billed, payments received, and the final invoice amount.

4.11.3 Miscellaneous/ Ad Hoc Reports

The Contractor shall provide “Ad Hoc” In Process Reviews (IPR) as necessary and requested by the TPP Contracting Officer Representative to present costs and performance status regarding the specific event involved.

4.12 Intellectual Property

It is recommended that you discuss intellectual property matters with your Contracting Officer and a DHS General Law Attorney. The General Law Attorney will involve a DHS Intellectual Property Attorney, as needed.

4.13 Protection of Information

Contractor access to proprietary information is required under this SOW. Contractor employees shall safeguard this information against unauthorized disclosure or dissemination in accordance with DHS MD 11042.1, Safeguarding Sensitive But Unclassified (For Official Use Only) Information. The Contractor shall ensure that all Contractor personnel having access to business or procurement sensitive information sign a non-disclosure agreement (DHS Form 11000-6).

4.14 Section 508 Compliance

Pursuant to Section 508 of the Rehabilitation Act of 1973 (29 U.S.C. 794d) as amended by P.L. 105-220 under Title IV (Rehabilitation Act Amendments of 1998) all Electronic and Information Technology (EIT) developed, procured, maintained and/or used under this contract shall be in compliance with the “Electronic and Information Technology Accessibility Standards” set forth by the Architectural and Transportation Barriers Compliance Board (also referred to as the “Access Board”) in 36 CFR Part 1194. The complete text of Section 508 Standards can be accessed at http://www.access-board.gov/ or at http://www.section508.gov.

5.0 Government Terms & Definitions

5.1 COR – Contracting Officer’s Representative

5.2 DHS – Department of Homeland Security

5.3 NPD – National Preparedness Directorate

5.4 NTED – National Training and Education Division

5.5 TPP – Training Partners Program

5.6 BCP – Business Continuity Plan

6.0 Government Furnished Resources

Course reviews cannot be completed until the course content is provided to the TPP course review contractor (Contractor). The process varies somewhat based on the delivery modality for the course to be reviewed. In most cases the course content is shared through the use of cloud-based file transfer folders (e.g. SharePoint, Dropbox, iCloud). These steps are applicable for Pilot Course reviews, Re-certification reviews, NIMS reviews, ISD reviews, and 508 reviews. In some cases (such as virtual instructor led trainings) the course content is not uploaded to the file transfer folders, instead the content is reviewed via the Training Partner’s LMS or other platform. In these cases, the information about accessing the LMS/course delivery platform is typically stored in the file transfer folder. The process for sharing content via a file transfer folder is briefly described below:

1. The Contractor receives a course review task order. The Project Manager for the Contractor (Contractor PM) sends an email to the Training Partner Program, Program Manager (TPP PM) and the Training Partner Point of Contact (TP) to acknowledge receipt of the task order and to share a link to the file transfer folder to be used.

2. Once the course content is available for review the TP uploads the course content to the folder at the link provided and notifies the Contractor PM that the course content has been uploaded.

3. The Contractor PM confirms that the course materials were successfully uploaded.

4. The Contractor PM provides the course content to the Contractor SMEs by sharing the link to the relevant folder.

5. The Contractor SMEs confirm that they are able to access the course content.

6. Contractor SMEs delete any copies of the course content once the course review is complete.

7. Where multiple reviews are completed (e.g. SME review, 508 reviews, 508 re-reviews) subfolders are established within the file transfer folder.

7.0 Contractor Furnished Property

· Not applicable

8.0 Government Acceptance Period

The Contracting Officer Representative will review deliverables prior to acceptance and provide the contractor with an e-mail that provides documented reasons for non-acceptance. If the deliverable is acceptable, the Contracting Officer Representative will send an e-mail to the Contractor notifying it that the deliverable has been accepted.

8.1

The Contracting Officer Representative will have the right to reject or require correction of any deficiencies found in the deliverables that are contrary to the information contained in the Contractor’s accepted proposal.

In the event of a rejected deliverable, the Contractor will be notified in writing by the Contracting Officer Representative of the specific reasons for rejection. The Contractor may have an opportunity to correct the rejected deliverable and return it per delivery instructions.

8.2

The Contracting Officer Representative will have 7 business days to review deliverables and make comments. The Contractor shall have 7 business days to make corrections and redeliver.

8.3

All other review times and schedules for deliverables shall be agreed upon by the parties based on the any of the meetings specified in Section 4.10.

The Contractor shall be responsible for timely delivery to Government personnel in the agreed upon review chain, at each stage of the review. The Contractor shall work with personnel reviewing the deliverables to assure that the established schedule is maintained.

9.0 Deliverables

The Contractor shall consider items in BOLD as having mandatory due dates. Items in italics are deliverables or events that must be reviewed and/or approved by the Contracting Officer Representative prior to proceeding to next deliverable or event in this SOW.

Product Submission

The Contractor shall deliver all written work products to the assigned TPP Program Manager and the course developer. All products will be written in plain English and prepared using readily available commercial, off-the-shelf software such as Microsoft Office products (e.g., Word, Excel, Project, PowerPoint), Adobe Acrobat or other approved products as applicable. When hard-copy products are requested, these documents shall be printed on white office paper.

All products developed under this contract will be issued as TPP products. All products must be presented in plain language to allow the information to be clearly understood by users at all levels. All report deliverables shall be submitted in electronic format. Once delivered, product deliverables are considered DHS/FEMA property. Deliverables will be considered “draft” upon initial receipt. Drafts will be reviewed and accepted, or if not accepted, concerns and comments will be provided to address any concerns or required revisions. The Contractor shall appropriately address DHS’ concerns, make revisions as necessary, and provide final deliverables within the time specified in the contract. If for any reason a deliverable cannot be submitted within the scheduled time frame, the Contractor shall notify the Contracting Officer Representative or designated representative in writing of the cause of delay and the proposed revised schedule. This notice shall include the impact on the overall project.