PWS -Disaster Mangmnt-2-22-24 Sources Sought.docx

Small Business Administration Disaster Recovery, Mitigation, Policy, and Data Analytics Support Services Solicitation TBD

SOURCES SOUGHT

Small Business Administration Acquisition Division, on behalf of the Office of Disaster Recovery and Resilience (ODR&R) SBA Project Name: Disaster Recovery, Mitigation, Policy, and Data Analytics Support Services

Issued to

NAICS: 541611- Administrative Management and General Management Consulting Services Product Service Code (PSC) of R499 - Support- Professional: Other

This is a Sources Sought Notice. In preparation for an upcoming procurement, the Small Business Administration Acquisition Division, on behalf of the Office of Disaster Recovery and Resilience (ODR&R) is conducting market research to determine potential sources for supporting the Disaster Recovery, Mitigation, Policy, and Data Analytics Support Services. The North American Industrial Classification System (NAICS) code is 541611, Administrative Management and General Management Consulting Services. The size standard for this NAICS codes is $24.5 million. All businesses that are 8(a) Companies are encouraged to respond to this sources sought.

The nature of the work to be performed is supporting the Disaster Recovery, Mitigation, Policy, and Data Analytics Support Services, which will provide for Management and Financial Consulting, Acquisition and Grants Management Support, and Business Program and Project Management Services - Provide operating advice and assistance on administrative and management issues. Examples include: strategic and organizational planning, business process improvement, acquisition and grants management support, facilitation, surveys, assessment and improvement of financial management systems, financial reporting and analysis, due diligence in validating an agency’s portfolio of assets and related support services, strategic financial planning, financial policy formulation and development, special cost studies, actuarial services, economic and regulatory analysis, benchmarking and program metrics, and business program and project management. A draft Performance Work Statement (PWS) is provided for informational purposes only.

Standard brochures will not be considered a sufficient response to this notice. Submitted Capability Statements shall include the following:

(1) General Information: Provide the company name and address, Unique Entity Identifier, i.e., DUNS number, type of business under NAICS code 541611 (e.g. 8(a) as validated via the System for Award Management (SAM), and company point of contact including name, phone number, and e-mail address.

(2) Capabilities: In six typed pages or less, demonstrate how your firm has the capabilities to meet the taskings listed in the Draft Performance Work Statement (PWS).

(3) Documentation Comments: In order to facilitate the exchange of information with industry, provide any comments, questions, or suggestions that pertain to the draft PWS included with this notice. Firms are welcome to identify any areas that appear ambiguous or otherwise unclear.

Interested sources are invited to submit an electronic copy of their Capability Statement to Tracie Gutierrez, Contracting Officer, via e-mail at tracie.gutierrez@sba.gov no later than 1:00 p.m. Eastern on March 11, 2024. Capability Statements and Documentation Comments must be submitted in writing; telephonic inquiries will not receive a response.

This is not a request for technical or cost proposals. The Government does not intend to award a contract on the basis of this notice or reimburse for costs incurred by interested parties providing the information requested herein. Capability Statements will not be returned. Information received will be considered solely to make an informed decision regarding a potential procurement. Responses to the Sources Sought announcement are not offers and cannot be accepted by SBA to form a binding contract.

Respondents will not receive individualized feedback on any suggestions or questions submitted. No basis for claims against the United States government shall arise as a result of a response to this sources sought or from the United States government's use of such information. Proprietary, classified, confidential, or sensitive information should not be included in your response. The Federal Government reserves the right to use any non-proprietary technical information in any resultant solicitation(s).

No phone calls will be accepted for this notice.

Please include the sources sought number (73351024S0006) and description in the subject line.

NOTE: The sources sought is for 100% 8(a) Set-Aside IAW 19.805.

SECTION 1 – GENERAL INFORMATION AND PRICING

1.1. GENERAL

The Small Business Administration (SBA) is issuing this Request for Proposal (RFP) under NAICS 541611 “Administrative Management and General Management Consulting Services”.

1.2. INTRODUCTION

The SBA is located in Washington, DC, and has a requirement for consulting services to support the SBA in its response to and role in disaster recovery.

1.3. DESCRIPTION OF SERVICES

Management and Financial Consulting, Acquisition and Grants Management Support, and Business Program and Project Management Services - Provide operating advice and assistance on administrative and management issues. Examples include: strategic and organizational planning, business process improvement, acquisition and grants management support, facilitation, surveys, assessment and improvement of financial management systems, financial reporting and analysis, due diligence in validating an agency’s portfolio of assets and related support services, strategic financial planning, financial policy formulation and development, special cost studies, actuarial services, economic and regulatory analysis, benchmarking and program metrics, and business program and project management.

Inherently Governmental services as identified in FAR 7.503 or by the ordering agency are prohibited. It is the responsibility of the Contracting Officer placing the order to make this determination. Ordering activities must require prospective contractors to identify potential conflicts of interest and address those, prior to task order award. Personal services as defined in FAR 37.104 are prohibited.

1.4. CONTRACT TYPE AND VALUE

1.6.1 This is a multiple award Indefinite Delivery/Indefinite Quantity (IDIQ) for a total of up to two (2) separate IDIQ’s in accordance with Federal Acquisition Regulation (FAR) 19.8 with one base year and four (4) one (1) year option periods and a 6-month extension IAW FAR 52.217-8. This Agreement will allow for Firm Fixed Price (FFP), Time & Materials (T&M), and Labor Hour (LH) with fixed labor rate task orders.

IDIQ Ceiling: $90,000,000.00 IDIQ minimum: $10,000.00.

IDIQ Call Limit: There is No Minimum or Maximum number of calls that can be issued.

1.6.2 Obligation

The Contractor shall provide Disaster Recovery, Mitigation, Policy, and Data Analytics Support Services. The Contractor shall furnish all personnel, facilities, equipment, materials, supplies, and services (except as may be expressly set forth in this indefinite delivery/indefinite quantity (IDIQ) contract or any task order (TO) and respective modifications against this IDIQ contract as furnished by the agency) and performance of these requirements in accordance with the Statement of Work (SOW) of this IDIQ contract and all subsequent TOs and respective modifications issued against this IDIQ contract.

THE TOTAL MAXIMUM CONTRACT VALUE, defined as the sum of contractor payment streams associated with all task orders and respective modifications against all master IDIQ contracts, shall not exceed $90,000,000.00.

THE MINIMUM GUARANTEE for the BASE TASK ORDER(S) VALUE for all the IDIQs contract awarded is $10,000.00.

1.6.3 Resumes

The IDIQ holder may be required to provide resumes for all or a portion of quoted personnel for orders. The orders will establish submission requirements and how submissions will be evaluated.

1.6.4 Contract Type for IDIQ Task Orders

Contract type of any resulting IDIQ Order will utilize firm-fixed price to the maximum extent practicable, but depending on the nature of the work, may be a combination of Firm-Fixed Price, Time, and Materials, and/or Labor Hour, or a combination of types that best suits the work to be performed. IDIQ pricing will include fully burdened labor rates, established at the IDIQ level.

1.6.5 Time and Materials Task Orders

For time-and-materials and labor-hours orders, IDIQ Task Order the Contracting Officers must follow the procedures in FAR 16.601 and 16.602.

1.6.6 Open Market Items

The Government does not anticipate ordering open market items. The Contractor shall utilize shall offer open market items in their quote.

1.6.7 Other Direct Cost (ODC)

Other Direct Costs will be identified at the Task Order level with a not to exceed (NTE) amount and will be identified on a separate CLIN.

SECTION 2 – STATEMENT OFWORK

2.1 Background

The mission of the U.S. Small Business Administration (SBA) is to maintain and strengthen the nation’s economy by enabling the establishment and vitality of small businesses and by assisting in the economic recovery of communities after disasters. SBA helps Americans start, grow, and build resilient businesses and connects individuals, businesses, and private non-profits with SBA disaster assistance programs to improve disaster recovery outcomes and economic resilience by helping communities prepare for, respond to, recover from, and mitigate against disasters of all types. SBA is an independent agency of the federal government working to aid, counsel, assist and protect the interests of small business concerns; preserve free competitive enterprise; and maintain and strengthen the overall economy of our nation.

The mission of the Office of Disaster Recovery and Resilience (ODRR) is to connect individuals, businesses, and private non-profits with SBA disaster assistance programs and improve disaster recovery outcomes and economic resilience by helping communities prepare for, respond to, recover from, and mitigate against disasters of all types. Office of Disaster Recovery and Resilience | U.S. Small Business Administration (sba.gov)

2.2 OBJECTIVES

This requirement will help SBA’s ODRR team provide incident management support, technical assistance materials development, and robust analytical support to inform decision-making processes in preparation for a disaster declaration and after a declared disaster event. This project will ensure that there is a highly refined and integrated flow of information from across the agency, interagency, national, and external sources to inform the Administrator’s economic recovery priorities.

2.3 Task Areas

2.3.1 Conduct Economic Impact Assessment

The Economic Impact Assessment is generally compiled between 2 and 12 months following a disaster. To better serve potential SBA disaster loan program applicants effectively and equitably, SBA conducts economic impact assessments of all impacted areas declared for disaster. These assessments are descriptive in nature, describing the qualitative and quantitative data related to the Area of Interest (AOI). Sources of information are derived from federal, state, tribal, territorial, local, private sector, and non-profit sources. The assessments help determine where recovery centers should be located and where additional outreach is required in socially vulnerable areas to best share disaster loan information with disaster survivors. The assessments inform the after-action report following the end of a disaster declaration. Below is a summary of the type of data that shall be included in the assessments, potentially in addition to other data points:

· Quantitative

· SBA disaster loan application statistics

· FEMA Individual Assistance and Public Assistance statistics

· US DOL and state unemployment data

· Survey data from local regional planning commissions, economic development districts, chambers of commerce, etc.

· Demographic data

· Industry data

· Business activity data

· State and local tax revenue data

· Qualitative

· Survey based economic recovery “issue” information.

· Programmatic capabilities from federal, state, tribal, territorial, private sector, and non-profit sources Data in these assessments is augmented by analysis through Geographic Information Systems (GIS) and include practical recommendations to SBA for how the community(ies) can address their recovery challenges. Economic Impact Assessments are to be prepared by the contractor by working collaboratively with SBA regional (including field) and HQ staff to support the data gathering, analysis, and report preparation. When required, final work products are to be expected within a timeframe established at the time of the task order (dependent on the field analysis requirements). Generally, these timeframes occur between 30 and 90 days from task issuance. The contractor will have the capacity to perform an Economic Impact Assessment anywhere in the United States when required by SBA.

All deliverables, reports and plans must be sent to the COR and CO as identified in each task order issued against the IDIQ.

Deliverables under this task include but are not limited to the following and will be identified further at the task order level.

1. Data collection of qualitative and quantitative data elements described above (at a minimum)

2. Data analysis, may include but is not limited to:

a. Statistical analysis

b. Econometric analysis

c. GIS development and subsequent spatial analysis

d. Analysis

3. Inspection and Acceptance

a. All reports will be prepared professionally without spelling, grammar, or other errors.

b. All reports shall be written from an independent and objective perspective that provides analyses regarding options for government and private sector actions.

c. Reports will be prepared using MS Office software and will be packaged and submitted to SBA in electronic formats (e.g., .DOC, .DOCX, and .PDF) and two printed, bound, color printed copies.

4. Weekly progress reports to COR

2.3.2 data analytics Expert Products Support The contractor must provide a wide-ranging system-of-systems products support: Analysis, design, development, systems re-engineering, Configuration Management/Change Management (“CM”), Extract, Transform, Load (ETL) optimization, API solutions, systems administration, Quality Assurance (“QA”), Test and Evaluation (“T&E”), various releases, deployments, and deliveries, wide-ranging Operations and Maintenance (“O&M”) across a broad suite of products and assessment of opportunities to incorporate Artificial Intelligence (“AI”) and Machine Learning (“ML”).

The Contractor must deliver a team of Personnel for Expert Products Support including, but not limited to:

a. analysis,

b. design,

c. development,

d. CM,

e. systems re-engineering,

f. ETL optimization,

g. API solutions

h. system-of-systems administration

i. QA,

j. T&E,

k. privacy requirements,

l. cybersecurity,

m. assessment of opportunities to incorporate Artificial Intelligence (“AI”) and/or Machine Learning (“ML”) into DR&R efforts, both internally and externally facing. To review opportunities for, but not limited to:

· Predictive Analytics,

· Natural Language Processing (NLP) and Large Language Models (LLM),

· Generative AI,

· Training models, navigating access, compliance, privacy, and security concerns across all applicable platforms, data types, and use cases

n. various releases, deployments, and deliveries

o. wide-ranging O&M across a broad suite of products

All deliverables, reports and plans must be sent to the COR and CO as identified in each task order issued against the IDIQ.

2.3.3 data analytics Expert Services Support The contractor must provide the following analytic services:

Data Analytics The science of analyzing an organization’s raw data to make conclusions about that information to optimize its performance, perform more efficiently, and/or make more strategically guided decisions using a variety of software tools including workbooks, programming notebooks, data visualization solutions, reporting tools, and open-source languages for the greatest practicable data manipulation (“Data Analytics”)

Spatial Analysis Spatial statistics and other formal techniques which study entities using their topographical, geometric, and/or geographic properties (“Spatial Analysis”) for greater situational awareness across the “who, what, when, and where” of SBA’ s global (CONUS and OCONUS) operations which may interact with geographic context; and

Geographic Information System (GIS) Mapping Geographic Information System (GIS) supports environmental programs that include but not limited to: Both static and interactive/responsive assets helping users understand patterns, relationships, and geographic context (“GIS Mapping”); cultural resource GIS (CRGIS); groundwater monitoring; growth forecast modeling; habitat conservation plans; habitat modeling; image analysis support for emergency response; mapping, cartography, and mashups (e.g., combining data from more than one source into a single integrated tool to include aerial mapping); migration pattern analysis; natural resource planning; remote sensing for environmental studies; terrestrial, marine, and/or atmospheric measuring/management; vegetation mapping; and watershed characterization for mitigation planning.

The Contractor must deliver a team of Personnel for Expert Services Support including, but not limited to:

a. Data Analytics,

b. Spatial Analysis,

c. GIS Mapping which may include high-consequence ArcGIS deliverables such as:

i. design and delivery of responsive and/or interactive products, and

ii. creation of a wide range of geographic content including maps, scenes, apps, and layers for readily apparent insights that the SBA can rely upon to make strategically guided, timely, and effective decisions.

d. The advancement of proposed requirements,

e. Wrangling, combining, and curating datasets -- utilizing best practice methods, tools, and functions for the greatest practicable data manipulation and visualization,

f. Development of data analyses, summaries, and visualizations utilizing leading platforms and solutions,

g. Advancing data-to-actionable-insights (whereby novel/non-obvious insights are of particular value to the Government),

h. Decision support -- supporting greater situational awareness for timely & effective decisions.

All deliverables, reports and plans must be sent to the COR and CO as identified in each task order issued against the IDIQ.

2.3.4 RECOVERY OPERATIONS TRAINING

The contractor must support the change management implementation of the Resilient Office of Disaster Recovery and Resilience (ODRR) by developing training materials on economic recovery best practices, navigating federal, state, and non-profit resources, and other related issues to provide to internal and external audiences. The plan is to have pre-positioned contractors when SBA receives a FEMA Mission Assignment to the Economic Recovery Support Function (ERSF) in the Interagency Recovery Coordination (IRC), the contractors can be assigned to the task which will be reimbursed by FEMA Mission Assignment funds. Training materials should be stratified for an “introductory” session, “intermediate” session, “advanced” session, and “train-the-trainer” session, each requiring progressively more time. Training materials should elucidate real-world examples from SBA and non-SBA disaster recovery experiences. Contractor will facilitate at least two (2) sessions of each type of course virtually and/or in-person, to be recorded, and with corresponding student learning materials.

Core training modules shall include (but are not limited to) the following topics tailored to the appropriate student level:

· Economic Recovery Core Capability fundamentals

· Economic roles and integration in recovery

· Understanding pre- and post-disaster recovery planning and funding opportunities

· Populations at risk and their issues in recovery

· Interdependency of economic recovery with other sectors

Additional training topics shall be available to augment the core modules.

All deliverables, reports and plans must be sent to the COR and CO as identified in each task order issued against the IDIQ.

2.3.5 REVISION OF DISASTER PREPAREDNESS AND RECOVERY PLAN (dprp)

Incorporate the lessons learned identified from recent disasters, conduct a literature review, and facilitate planning sessions with SBA program offices to draft a complete revision of the DPRP. The revision must be compliant with the applicable requirements in law to include consideration of necessary continuity planning requirements and build on the lessons learned from recent major disasters.

After the plan is reviewed and approved by SBA personnel, the contractor shall prepare the plan for the internal clearance process, where the contractor will assist SBA personnel with comment adjudication. There will be two iterations of updates for the DPRP, the first to incorporate immediate term lessons learned and the second to include the outcomes of regional risk reviews and making corresponding adjustments in a second plan update.

Deliverables: All deliverables, reports and plans must be sent to the COR and CO as identified in each task order issued against the IDIQ.

Deliverables under this task include, but are not limited to the following:

1. Final DPRP, iteration #1

2. Briefing materials for DPRP, iteration #1

3. Regional Risk Analysis

4. Draft DPRP, iteration #1

5. Final DPRP, iteration #2

6. Briefing materials for DPRP, iteration #2

2.3.6 DEVELOPMENT OF RECOVERY operational PLANNING AND POLICY for sba consideration Contractor will draft and finalize, subject to SBA approval, documentation supporting the development of operational coordination guidance, whole-of-SBA tools and resources, field guidance and manuals, and all required policies, plans, and procedures. These drafts will be reviewed by SBA personnel and subject to approval by SBA personnel. Based on the mission and vision for ODRR the contractor will work with ODRR to develop/update SOP(s) to serve as the underlying policy guidance for how the agency will implement the delivery of resilience and recovery and preparedness services to the public and in support of disaster loan making activities. SOPs and training documents will be developed to be complementary and coordinated with existing policies and procedures. A rollout plan for the new policy guidance will also be developed to help orient and train the ODRR workforce and its partners in the protocols and procedures for how the new mission is to be implemented.

Additional support will be provided to produce supplemental operational guidance, planning, and concept of operations plans. Necessary job aids will be developed to provide further checklists and detail to provide technical guidance to ODRR staff and support the tools for use by field staff.

Contractor will provide/update the following deliverables working with SMEs from the program office when identified via a task order.

Deliverables: All deliverables, reports and plans must be sent to the COR and CO as identified in each task order issued against the IDIQ.

Deliverables under this task include, but are not limited to the following:

1. Final SOP on Recovery Program

2. Rollout plan and corresponding briefing materials about SOPs

3. Draft Concept of Operations (CONOPS) Plan

4. Final Concept of Operations (CONOPS) Plan

5. Draft Recovery Operational Guidance

6. Final Recovery Operational Guidance

7. Draft Job-Aids, Checklists, and Field Guides

8. Final Job-Aids, Checklists, and Field Guides

2.3.7 Deployable Economic Recovery Subject Matter Expertise

Depending on the field requirements identified by SBA, an on-site presence may be required in a FEMA Joint Field Office or SBA field office to provide subject matter expertise to inform state, regional, and local economic recovery planning. The plan is to have pre-positioned contractors when SBA receives a FEMA Mission Assignment to the Economic Recovery Support Function (ERSF) in the Interagency Recovery Coordination (IRC), the contractors can be assigned to the task which will be reimbursed by FEMA Mission Assignment funds. SBA staff will be stationed at the field site with the vendor or at the SBA Regional Office and the vendor will defer any policy questions or issues immediately to the SBA staff person. The SBA may require Strategic and Resilience/Mitigation support to develop potential strategies, objectives, and actions that may include Strengths, Opportunities, Aspirations and Results (SOAR) analysis modeling (future thinking) and Strengths, Weaknesses, Opportunities and Threats (SWOT) analysis for detecting gaps in resilience and mitigation opportunities.

NOTE: The contractor must have the availability to travel to any Field Office in the United States on short notice (within 2 weeks) to provide subject matter expertise described above.

Types of subject matter expertise that shall be available, but are not limited to the following:

· Continuity of Operations Planning

Deliverables: All deliverables, reports and plans must be sent to the COR and CO as identified in each task order issued against the IDIQ.

NOTE: Contractor will provide the following deliverables when identified via a task order.

Deliverables under this task include, but are not limited to the following:

1. Weekly reports to COR on meetings attended, issues identified, and other activities.

2. Submission of a transition plan when field operations are anticipated to conclude.

3. Must develop potential strategies, objectives and actions that can be incorporated within a two-year timeframe.

2.3.8 Incident Management Support

The contractor shall support the agency’s incident management tasks post disaster. Some of the activities that the contractor must be prepared to provide under this task include, at a minimum:

· Information management and reporting

· Logistics requirements support for recovery missions.

· Administrative support (e.g., accountability, travel coordination, on-boarding support)

· Internal planning and project management support

· Performance analysis Performance of this task must occur at SBA HQ in Washington DC and/or at any post-disaster deployment location within the United States. Telework may be authorized by the COR as required.

Deliverables: All deliverables, reports and plans must be sent to the COR and CO as identified in each task order issued against the IDIQ.

1. Provide final reports, briefing materials, meeting notes, or other final work products associated with strategic planning, subject matter expertise, meeting facilitation, disaster recovery exercise support, performance analysis, and business process improvement tasks to the Government/point of contact will be addressed at the task order level.

2. Provide a Project Management and Quality Assurance Plan to the Government/point of contact, which will be addressed at the task order level:

a. Project management and quality assurance plan – task-specific, must be provided with the resumes when the order notice is provided to the COR and the Contracting Officer.

2.3.9 Mitigation Material Development & Training - External

Develop materials and training that targets SBA Disaster declared areas that focuses on mitigation measures, post-disaster including physical disaster loan mitigation to help achieve resilience.

· Provide best practices and numerous examples of activities to mitigate various hazards.

· Identify information regarding continuity planning best practices and techniques that reduces or eliminates the need for a future Economic Injury Disaster Loan (EIDL).

· Financial benefits of resilience activities.

· Reference various partner materials (e.g., U.S. Chamber of Commerce’s “Resilience in a Box”) and discuss building community understanding of resilience.

· Develop mitigation and resilience resources by threat type (e.g., wildfire, flood, earthquake, hurricane, tornado, etc.)

· Interactive tool for small businesses to identify local hazards and develop personalized mitigation and preparedness plans.

All deliverables, reports and plans must be sent to the COR and CO as identified in each task order issued against the IDIQ.

2.3.10 Economic/Disaster Recovery Planning Assistance and Mitigation The contractor must provide subject matter expertise to support economic/disaster recovery planning and strategy development at the community, regional, state, or multi-state levels. The plan is to have pre-positioned contractors so when SBA receives a FEMA Mission Assignment to the Economic Recovery Support Function (ERSF) in the Interagency Recovery Coordination (IRC), the contractors can be assigned to the task, for which SBA will be reimbursed by FEMA Mission Assignment funds. The Mission Assignment involves determining recovery needs after a disaster and developing strategies to aid recovery. This expertise will be leveraged to coordinate and meet with community stakeholders, convene community engagement sessions, identify major recovery issues and themes, and design/develop strategies to address those issues in a way that will be acceptable to the communities supported.

Some of the activities required in the planning process may include, but are not limited to:

· Project planning and management in concert with other community, regional, or state-wide economic development initiatives

· Development of detailed work plan for each phase of the planning process

· Reporting and meeting with elected officials and public officials regularly

· Identifying and addressing ancillary issues to the process

· Assisting in identifying Recovery Task Force and Sector Committee members

· Issuing invitations to Recovery Task Force and Sector Committee prospects

· Developing and maintaining contact database for all working groups, staff, researchers, and others as needed

· Serving as the point of contact for project communications, primarily by electronic means

· Determining the need for regular informational pieces for Recovery Task Force, Sector Committees and/or interested stakeholder groups and policymakers.

· Developing background materials and meeting materials

· Meeting management for all Recovery Task Force and Sector Committee meetings

· Coordinating planning group work with research efforts

· Developing cumulative work product for the Recovery Task Force and Sector Committee discussions

· Planning and coordinating the recovery forums - event planning tasks.

· Facilitating statewide forums

· Producing written findings from the statewide forums

· Drafting Sector Committee reports for deliberation.

· Drafting recovery implementation plans

· Consulting with community, regional, or state-wide economic development agencies on implementation phases to follow.

· Closing the planning process with letters of appreciation and other final activities

Deliverables: All deliverables, reports and plans must be sent to the COR and CO as identified in each task order issued against the IDIQ.

1. Conduct community, regional or state-wide planning engagements/meetings

2. Develop and submit economic/disaster recovery plans and strategies that are accepted by community officials.

3. Submission of a transition plan when field operations are anticipated to conclude.

4. Report bi-weekly progress in planning efforts.

2.3.11 Corrective Actions and Implementation Planning

The contractor must assist with the development of after-action reports for significant disaster events. The contractor must present the SBA with the opportunity to reflect on the strengths and challenges encountered so the organization can utilize this information to improve upon the response when faced with the next large-scale disaster. The phases will be defined and implemented at the task order level to include but not limited to:

· Facilitating after-action reviews

· Conducting corrective action and corresponding implementation planning

· Facilitating and tracking the implementation of corrective actions

· Providing necessary project management support to enable successful implementation

Deliverables: All deliverables, reports and plans must be sent to the COR and CO as identified in each task order issued against the IDIQ.

2.3.12 STRATEGIC PLANNING and leadership facilitation

This task is to provide expert support for ODRR to facilitate the Strategic Planning process for the annual development and subsequent update of the strategic plan for agency disaster recovery assistance. The contractor must provide expert strategic planner capabilities to facilitate the strategic planning process and necessary support staff to serve as note taker and assist the facilitator as needed to provide logistical support to arrange planning meetings. The consultants must support this effort to culminate in two semi-annual leadership retreats, a publish-quality strategic plan, and internal project management tools to assist ODRR leadership in the oversight and implementation of the annual strategic plan. These individuals must work closely with ODRR senior executives and other designated senior leadership. In particular, the contractor must be responsible for the following activities:

1. Identify clear timeline of meetings, deliverables and drafts that will be submitted for review by the planning team and others, as required, to meet tight deadlines for submitting a strategic plan for agency review;

1. Acquire data and information for the strategic plan via a review of written materials, interviews, and questionnaires as appropriate and required;

1. Analyze available data from the data call, RFI’s and through interviews to refine and update the gap analysis that will serve as the main tool for developing specific strategies and identify where resources need to be allocated to close the gap;

1. Facilitate focus group meetings along functional lines (and cross-functionally) to derive common objectives, opportunities, and challenges;

1. Facilitate concurrence of planning team on objectives, strategies, and action steps;

1. Work to keep discussions on track and realistic at planning meetings;

1. Maintain a climate of openness and participation -- minimizing personality and departmental differences and encouraging opinions that differ from the leader's in planning sessions; and,

1. Produce a summary of conclusions documenting each focus group and semi-annual leadership meeting to memorialize the decisions, concurrence, and major topics discussed.

1. Support the logistics, planning, and necessary preparation for the semi-annual leadership meetings as well as ad hoc focus group meetings, as directed by the agency;

Contractor will work together with planning team to conduct a situation analysis, develop an integrated direction/vision, and identify objectives, strategies, and action plans for carrying out the strategic plan.

All deliverables, reports and plans must be sent to the COR and CO as identified in each task order issued against the IDIQ.

2.3.13 POLICY SUPPORT FOR DISASTER LENDING

The Whole of SBA approach emphasizes greater collaboration and coordination across SBA to optimize resources, create synergies among SBA Offices, and deliver seamless services to communities impacted by disaster. Incorporating this approach, the contractor will provide policy support to develop guidance that identifies how disaster lending and other SBA programs can be leveraged for maximum benefit.

The contractor will work with SBA staff to identify and access appropriate data sources, determine existing SBA programs that can be aligned with disaster lending, identify challenges that can be addressed to ensure programs can be appropriately leveraged, and provide recommendations for policy modifications. The contractor should develop policy documents, white papers, decision memos, and evaluation methods and metrics that can be used to develop targets that will inform future policy decisions.

All deliverables, reports and plans must be sent to the COR and CO as identified in each task order issued against the IDIQ.

2.3.14 PARTNERSHIP PLANNING AND TOOLS

This task is to provide expert support to ODRR for the development of partnership plans and tools for SBA/ODRR outreach, engagement, and collaboration with new and existing alliances in the response, mitigation, and resilience space. The most trusted source of information to disaster survivors comes from local stakeholders and partners. Developing partnerships pre-disaster affords accurate information about disaster loans to be delivered quickly to disaster survivors. The contractor must provide expert strategic advice on the development of a plan as well as corresponding tools to initiate, track, and maintain these relationships.

The contractor will also help to identify methods to evaluate new and existing partnerships to determine the impact on disaster recovery and mitigation efforts that this type of effort provides. In particular, the contractor must be responsible for the following activities, but not limited to:

1. Develop and update as requested a comprehensive nationwide partnership and engagement strategy for ODRR.

2. Develop a system for tracking ongoing engagements, formal partnerships, and informal connections that can be utilized to analyze data, etc.

3. Identify and launch an efficient and effective enterprise resource planning tool for data management and tracking of partnership activities, trends, gaps, and opportunities.

4. Analyze current agreements between SBA/ODRR and partners for opportunities for replication, improvement, expansion, etc.

5. Develop a package of materials for introduction to new partners/stakeholders that promotes SBA’s role in disaster recovery and resilience.

6. Identify potential SBA/ODRR partnership opportunities to help further agency missions.

All deliverables, reports and plans must be sent to the COR and CO as identified in each task order issued against the IDIQ.

2.3.15 Management Consulting Services

The contractor will have the capability to support the agency in delivery of additional management consulting resources to meet short-term and/or urgent SBA mission requirements. Some of the activities that could be utilized under this task include, at a minimum:

· Strategic planning

· Subject matter expertise on topics related to disaster recovery, economic development, entrepreneurship, advance manufacturing, workforce development, and urban/rural/regional planning and mitigation.

· Senior level meeting facilitation

· Disaster recovery exercise support and facilitation

· Performance analysis

· Business process mapping and improvement

· Risk Management evaluation

· Program Management (508 Compliance) format

· Policy Analysis

· Process improvement and change management planning

· Partnership Planning and Tools

· Recovery Planning & Policy

· Policy Support to Leverage SBA Programs in Disaster Lending

Deliverables: All deliverables, reports and plans must be sent to the COR and CO as identified in each task order issued against the IDIQ.

1. Any final reports, briefing materials, meeting notes, or other final work products associated with strategic planning, subject matter expertise, meeting facilitation, disaster recovery exercise support, performance analysis, and business process improvement tasks.

2. A Program Management Plan is not required at the IDIQ level. The program management plan will be further defined on an individual Task Order basis. A Program Management Plan will be developed by the Contractor for each Task Order to provide the Contracting Officer’s Representative (COR) and other Government evaluators a summary of the key performance standards required in the contract, performance levels, and method of surveillance normally used for that performance standard. These performance standards will be provided by the Government via Performance Requirements Summary (PRS).

**The Tasks listed above are not exclusive of all types of services under the resulting IDIQ. Additional services from the corresponding NAICS, may be required, solicited, and ordered from the resulting IDIQ.

2.4 Labor Categories

The following list of labor categories and qualifications are those determined by the government to be relevant to this agreement. The contractor may propose additional labor categories as appropriate.

(The Government may allow substitution of years’ experience or professional certifications for Graduate level master’s Degrees if the experience in the proposed resume demonstrates the necessary expertise and capabilities expected for the labor category requirements).

1. Project Manager (Master’s Degree and 10 years’ project management experience)- **Key Personnel Provides oversight and management to overall contract operations often involving multiple projects/tasks and groups of personnel at multiple locations. Maintains and manages relationships with senior level management within the client organization. Ensures quality standards and work performance on all task orders and projects; plans, organizes, and oversees work efforts; assigns resources; manages personnel; and monitors overall project and contract performance. Directs and conducts facilitation and related decision support services for agencies, working groups, and teams. Utilizes standard project management practices and methodology to reliably produce expected contract outcomes.

2. Senior Consultant (Master’s Degree and 10 years’ experience) **Key Personnel Serves as project lead of a specific consulting assignments, to include leading a team of consultants or subject matter experts. Applies practical experience and theoretical knowledge and expertise to solution development. Ensures the accomplishment of project activities and objectives. Provides a broad range of consulting services, including program planning, strategy development, program execution, evaluation, and policy development. Utilizes experience and expertise to contribute to the development of deliverables. Leads or assists in discussions and meetings with the client or project team. Performs a variety of tasks that require both practical and experience and theoretical, state-of-the-art, technical knowledge in specialty areas.

3. Subject Matter Expert (Master’s Degree and 10 years’ experience or equivalent) **Key Personnel Serves as a subject matter expert in a specialized topic that supports health and social services recovery. Applies practical experience and theoretical knowledge and expertise to solution development. Ensures the accomplishment of project activities and objectives. Provides targeted support based on their discipline, conducts any necessary program planning, assessment, evaluation, and technical reports. Leads or assists in discussions and meetings with the client or project team. Performs a variety of tasks that require both practical and experience and theoretical, state-of-the-art, technical knowledge in specialty areas.

4. Consultant (Master’s Degree and 5 years’ experience) Serves as subject matter expert of a specific consulting assignments, to include supporting a team of other subject matter experts. Applies practical experience and theoretical knowledge and expertise to solution development. Ensures the accomplishment of project activities and objectives. Provides a broad range of consulting services, including program planning, strategy development, program execution, evaluation, and policy development. Utilizes experience and expertise to contribute to the development of deliverables. Leads or assists in discussions and meetings with the client or project team. Performs a variety of tasks that require both practical and experience and theoretical, state-of-the-art, technical knowledge in specialty areas.

5. Lead Planner I (Bachelor Degree and 5 years’ experience) Manages and performs required analysis to validate or change, modify, improve and implement plans and procedures. Facilitates organizational dissemination of findings and resulting recommendations using appropriate techniques. Facilitates group briefings and discussions to enable the development of plans and other decisions.

6. Lead Planner II (Master’s Degree and 5 years’ experience) Senior expert that leads and performs required analysis to validate or change, modify, improve and implement plans and procedures. Facilitates organizational dissemination of findings and resulting recommendations using appropriate techniques. Facilitates group briefings and discussions to enable the development of plans and other decisions.

7. Analyst (Bachelor Degree and 3 years’ experience) Performs analyst functions including data collection, interviewing, data modeling, project testing, and creation of project testing, and creation of performance measurements to support project objectives. Records discussion content and related facilitation support services.

8. Junior Analyst (Bachelor Degree and 1 year experience) Performs junior analyst functions including raw data collection, interviewing, basic statistical analysis, conducts as needed research, and creation summary reports of mission activities to support project objectives. Records discussion content and related facilitation support services.

9. Writer/Editor (Bachelor degree and 3 years’ experience) Performs a wide range of design development, technical editing, and word processing, including graphics, websites, and spreadsheets.

10. Senior GIS Consultant (Bachelor Degree and 5 years’ experience) Serves as a senior member of consulting teams as a task manager or as a project leader on projects of limited scope and complexity. As a consulting team member, collects, analyzes, and interprets geospatial data. Produces high-quality mapping products to support recovery operations, designs and conducts geospatial analyses, and is highly proficient in the use of ESRI GIS products and other commonly used geospatial data platforms. Develops, or participates in the development of, assignment methodology.

11. Junior GIS Consultant (Bachelor Degree and 1 years’ experience) As a consulting team member, collects, analyzes, and interprets geospatial data. Produces high-quality mapping products to support recovery operations, conducts geospatial analysis, and is highly proficient in the use of ESRI GIS products and other commonly used geospatial data platforms. Develops, or participates in the development of, assignment methodology.

12. Logistics Coordinator (Bachelor Degree and 3 years’ experience) Assists with the logistical aspects of meetings, conferences, and special events. Also assists with videoconferences, focus group meetings, field tests, and webcasts. Contribute to the marketing efforts –direct mail, radio, press, e-mail, and other channels to effectively communicate messages. Contribute to the preparation of invitations. Contribute to the maintenance of participant or applicant database. Field questions about registration and meeting agenda. Research travel arrangements for meeting planners. Track registration fees and payments. Send and collect reimbursement forms of meeting participants. Check honoraria and keeps list of payments. Contribute to the preparation, reproduction, and distribution of conference materials. Research information about possible room setup, audiovisual equipment, and other on-site meeting needs. Assist meeting planners on-site work including telephone, fax, transportation, and related requests from participants. Assist meeting planners in arrangements for video conferences, Web casts, focus groups, and field tests.

Note: Resumes for key personnel will be required at the IDIQ level and if required, identified at the task order level. The contractor must have the minimum qualifications as stated in the labor categories and qualifications above which will flow to the task orders and respective modifications. The Government reserves the right during TBD administration as needs emerge to add additional Pools of functional areas and labor categories that are within the general scope of these services to the IDIQ.

The only resumes and letters of commitments that will be provided at the IDIQ Level will be key personnel identified above. Awardee shall have all SMEs available.

2.5 Wage Determination

The Contractor is responsible for adhering to the most current Wage Determination from the Department of Labor for each location, as applicable. Wage determinations can be found at the address below – https://beta.sam.gov/search?index=wd

2.6 Travel

Travel identified at the task order level will be pursuant to the reimbursement schedule allowed by the Code of Federal Regulations for the Federal Travel Regulation System for federal employees. Should travel be required, all travel must be preapproved in writing by the COR and must adhere to FAR 31.205-46 Travel costs.

2.7 PERIOD OF PERFORMANCE

This IDIQ will be effective from the date of award for one base year and include four (4) one-year option periods which may be unilaterally exercised as required by the Government. Work on issued task orders may extend up to 1 year beyond the effective period of this IDIQ. However, no new orders may be issued once the five-year period has expired.

The period of performance for this IDIQ must be as follows:

Option Period 5-6-Month Extension **IAW 52.217-8 Option to Extend Services. (Nov 1999) TBD at time of award

The exercise of each option period is contingent upon the Contractor’s receiving a satisfactory CPAR rating.

2.8 contract LINE-ITEM number (CLIN) Reference Attachment 4-Pricing Sheet for IDIQ and Attachment 5-Task Order 1 Task Orders issued against the IDIQ will be one of the following contract types or a combination of contract types–Firm Fixed Price (FFP), Time and Materials (T&M) or Labor Hour (LH) with fixed labor rates.

2.9 PLACE OF PERFORMANCE

The primary…