PWS - OCCPO Enterprise Acquisition Support Services.pdf

Federal Emergency Management Agency (FEMA)

PERFORMANCE WORK STATEMENT (PWS)

FOR

ENTERPRISE ACQUISITION SUPPORT SERVICES

1. GENERAL

1.1. BACKGROUND

The Federal Emergency Management Agency (FEMA) mission is helping people before, during, and after disasters.

Within FEMA, the Office of the Chief Component Procurement Officer is (OCCPO) is responsible for proactively delivering meaningful and quality services to all its constituents, both internal and external; to the extent that OCCPO is recognized as an integral and invaluable function that is necessary for FEMA to successfully deliver their core mission during steady state and disaster environments. OCCPO provides a full range of acquisition services to FEMA programs, partners, and the survivor community, considerate of the laws, rules, and regulations that govern the federal acquisition process in a manner that is directly focused on the mission of FEMA.

The OCCPO consists of the following Divisions: Acquisition Operations Division (AOD) and Acquisition Program and Policy Division (APPD). AOD is comprised of Contracting Officers (CO) and Contract Specialists (CS) responsible for all FEMA contract actions, from creation, execution, administration, and close-out. Within AOD, there are two branches: the Disaster and Field Operations and Preparedness and Internal Operations. The sub-division of Disaster and Field Operations is responsible for actions related to production and administration of contracts associated with assisting communities and survivors recover from disasters; and, the production and administration of contracts associated with emergency incident support, including staffing the National Response Coordination Center (NRCC), and the ten (10) FEMA Regions. The AOD sub- division of Preparedness and Internal Operations is responsible for contract actions that support the mission offices. This includes the IT and Support Service Branch - responsible for production and administration of contracts associated with IT requirements, support services, including facilities and construction management, human resource management, environmental and health services, and records management; and the Mitigation, Preparedness and Continuity Branch - responsible for production and administration of contracts associated with ensuring the nation is committed to a disaster-resilient and sustainable future; prepared to respond to and recover from emergencies; and ensure continued delivery of essential government services during emergencies.

APPD is responsible to ensure that OCPO’s strategic vision is effectively translated into actionable tactical level actions and plans. Within APPD, there are two branches: Customer Support and Program Support. The sub-division of Customer Support’s core function is to improve the acquisition process by providing support in various forms, such as Industry engagements, requirement development support, program and life-cycle oversight and management; resulting in acquiring goods and services that represent the best business solutions in a more efficient and effective manner. The sub-division of Program Support’s core function supports customers by providing a wide range of acquisition services including procurement policy and guidance, oversight, training, and business systems tools.

1.2. SCOPE

The Contractor shall provide a breadth of acquisition and procurement support services. Acquisition and procurement support encompasses pre-award and post-award activities including:

• Coaching, awareness and training support

• Reporting and data analytics support

• Policy review and development recommendations

• Template and guidance maintenance

• Planning and procurement strategy assistance

• Market research support

• Procurement request (PR) package document development and preparation assistance

• Synopses, solicitations, price negotiation memoranda assistance

• Proposal evaluation support, including price/cost analysis and technical quote/proposal analysis;

• Contract administration support services, including assistance with reviewing contractor performance, developing contract modifications, and investigating reports of contract discrepancies;

• Audit support, including contract file auditing and Other-Than-Firm-Fixed-Price (OTFFP) Audits and coordination with Defense Contract Management Agency (DCMA) auditors

• Contract close-out assistance;

• Competitive Sourcing support, including Office of Management and Budget (OMB) Circular A-

76 studies, strategic sourcing studies, privatization studies, public-private partnerships, and Federal Activities Inventory Reform (FAIR) Act studies.

This procurement will support all of FEMA Headquarter offices.

1.3. OBJECTIVE

The purpose of this procurement is to secure expert contractor acquisition, programmatic and technical support services for the Department of Homeland Security (DHS), Federal Emergency Management Agency (FEMA). The services performed under this contract will enable FEMA to enhance procurement operations and expand capabilities to support mission needs.

1.4. APPLICABLE DOCUMENTS

• Federal Acquisition Regulations (FAR): https://www.acquisition.gov/browsefar

• Homeland Security Acquisition Regulations (HSAR): https://www.dhs.gov/publication/hsar

• Homeland Security Acquisition Manual (HSAM): https://www.dhs.gov/publication/hsam

• DHS Management Directives: https://www.dhs.gov/department-homeland- security-management-directives

• FEMA Acquisition Manual (FAM)

• Additional applicable documents will be provided by FEMA and identified at the order level https://usfema-my.sharepoint.com/personal/0909664231_fema_dhs_gov/Documents/SCOPE%20PARAGRAPHS.doc https://www.acquisition.gov/browsefar https://www.dhs.gov/publication/hsar https://www.dhs.gov/publication/hsam https://www.dhs.gov/department-homeland-security-management-directives https://www.dhs.gov/department-homeland-security-management-directives https://www.dhs.gov/department-homeland-security-management-directives

1.5. PERFORMANCE REQUIREMENTS SUMMARY

This contract includes a Performance Requirements Summary (PRS) at PWS 12. The PRS plays an integral role in the administration of the contract. In addition to any applicable inspection clauses or other related terms and conditions contained in the contract, the PRS shall serve as a primary tool for inspection and acceptance of services as facilitated by the Contracting Officer’s Representative (COR). Evaluation of the Contractor’s overall performance shall be in accordance with the performance standards set forth in the PRS, and will be conducted by the COR. The PRS constitutes a material aspect of the contract and will not be changed or otherwise modified without prior written approval of the Contracting Officer.

2. SPECIFIC REQUIREMENTS/TASKS

2.1 Acquisition Management Support

Acquisition management support shall be in conformance with applicable Government regulations and policies including the Federal Acquisition Regulation (FAR), the Department of Homeland Security Acquisition Regulation (HSAR), the Department of Homeland Security Acquisition Manual (HSAM), FEMA Acquisition Manual (FAM) and other agency supplemental regulations, processes, and procedures. Acquisition Management Support is required for both steady-state (non-emergency/non-disaster requirements) and emergency/disaster related requirements.

2.1.1 Statements of Work/Specifications/Requirements Documents

2.1.1.1 Assist in development and preparation of Statements of Work (SOW), Statements of

Objectives (SOO) and Performance Work Statements (PWS) as applicable after the government determines the requirements.

2.1.1.2 Assist program offices in researching and drafting specifications and standards, including Performance Requirements Summaries (PRS); developing performance measures, providing consultation and recommendations; and coordinating requirements documents.

2.1.1.3 As applicable, support the development of Quality Assurance Surveillance Plans (QASP) to monitor and surveil contractor performance.

2.1.2 Acquisition Planning and Strategy Support

2.1.2.1 Support planning and other pre-acquisition strategy activities that include the initiation process of the Integrated Procurement Team (IPT) (e.g., draft memorandums, development of charters, and meeting set ups).

2.1.2.2 When supporting the IPT and follow-on meetings, provide meeting minutes, including action items, status, and necessary coordination with the appropriate stakeholders.

2.1.2.3 Provide advice and recommendations for all elements in acquisition plans, including security concerns, options, strategies, risks, contracting methods, competition, sources, cost and milestone schedule

2.1.2.4 Research existing Government- wide contracts for available products and services.

2.1.2.5 Evaluate and provide recommendations on different procurement approaches and sources.

2.1.2.6 Research available suppliers and compare the services and costs of obtaining support from the different providers.

2.1.2.7 As part of acquisition planning and strategy support, establish and maintain metrics to ensure all phases of the acquisition lifecycle remain on schedule.

2.1.3 Independent Government Cost Estimates (IGCE)

2.1.3.1 Contractor shall aid the program offices in preparing IGCEs.

2.1.3.2 Such assistance may include and is not limited to, research and analysis of past procurements of similar products or services, current market value of the products or services, available industry price lists and catalogs, and/or other agency purchases of similar products and services.

2.1.4 Cost and Price Analysis

2.1.4.1 Performs price and cost analyses on the various elements of contractor proposals using a variety of techniques.

2.1.4.2 Assist the Contracting Officer in appropriately documenting price reasonableness, establishing pre-negotiation and final negotiation objectives, and developing incentive structures.

2.1.5 Market Research and Market Surveys

2.1.5.1 Assist in conducting market research to identify potential sources and contract vehicles.

Potential sources should include an assessment of socio-economic program participants (i.e., small businesses, small and disadvantaged businesses, HUB Zone businesses, etc).

Potential vehicles should include an assessment of available/applicable DHS Strategic Sourcing Vehicles, GSA Schedules, Government-wide Agency Contracts, and other agency contracts.

2.1.5.2 Support the preparation of market research written documentation to include: Request for Information (RFIs), Sources Sought Notices, RFI/Sources Sought Notice results analysis and findings, Market Research Reports and supplemental/supporting information.

2.1.5.3 Conduct market surveys, research industry business trends, price variations and industry standards

2.1.5.4 Support program offices in documenting small business capability analysis.

2.1.5.5 Assist with preparing informational/pre-solicitation announcements before posting is completed by the Government.

2.1.5.6 During disaster response, identify local vendors capable of supporting requirements during presidentially declared disasters. The definition of local vendors is defined under the Robert T. Stafford Act.

2.1.5.7 Assist in developing local business strategies based on market research to fulfill FEMA requirements and track the transition of FEMA requirements from pre-positioned contracts to local vendors as disaster efforts transition to long-term recovery.

2.1.6 Industry Engagement

2.1.6.1 Receive and address vendor inquiries during steady state and disaster-response operations. Inquiries are received via telephone calls and emails. Track disaster vs. non-disaster related call volume, emails, and congressional inquiries. Input all data related into the inquiry into the identified tracking tool.

2.1.6.2 Educate local vendors through procurement education seminars to foster successful business participation during non- disaster and disaster efforts.

2.1.6.3 Assist in coordinating the business outreach events with appropriate FEMA stakeholders.

2.1.6.3.1 When supporting these events, present in a clear and concise manner how to do business and contract with the agency.

2.1.7 Solicitations

2.1.7.1 Assist in the preparation of Request for Quotes (RFQs) and Request for Proposals (RFPs) in accordance with the acquisition strategy and in coordination with the Contracting Officer.

2.1.7.1.1 Assure the solicitation includes all appropriate solicitation terms and conditions prior to Contracting Officer review.

2.1.7.1.2 Prior to release of solicitation, verify that funds are available and obtain policy and legal concurrence, as applicable.

2.1.8 Pre-Award Documentation and Source Selection

2.1.8.1 Assist in evaluation process and assure written documentation to support both informal and formal source selection procedures. Note, the Contractor shall be an ex-officio advisor (if needed) and shall not participate as voting member of any selection board.

2.1.8.1.1 If formal source selection procedures are used – Assist with preparing Source Selection Plans (SSP), assist with identification of Source Selection Evaluation Board (SSEB) members, assist with instructing SSEB members on roles and responsibilities, ensure Conflict of Interest/Nondisclosure Forms are signed, prepare evaluation sheets for use by government evaluators.

2.1.8.1.2 Assist with drafting other pre-award documents such as Price Negotiation Memorandum (PNM), Determinations and Findings (D&Fs), Justifications and Approvals (J&As), and other necessary contract file documents prior appropriate Government review and approval.

2.1.9 Contract Award

2.1.9.1 Only a Contracting Officer can legally bind the Government. In this case, vendor shall assist evaluators and Contracting Officer (CO) to identify pre-negotiation objectives prior to government negotiating.

2.1.9.2 Assist in drafting contract award documents for task and delivery orders and stand-alone contracts in PRISM, FEMA’s contract management system, and Contracting Officer Representative (COR) designation letters, and assist with the routing for government reviews.

2.1.10 Contract Administration

2.1.10.1 Prepare appropriate documentation for contract modifications, including the exercise of options and notify CORs and COs when Contractor Performance Assessment Reporting System (CPARS) entry is required.

2.1.10.2 Assist in documenting performance problems.

2.1.10.3 Provide support for assessing contract claims and preparing termination settlement documents.

2.1.10.4 Assists the Contracting Officer in reviewing invoices for contracts with complex cost structures.

2.1.10.5 Support the initiation of final contractor performance review and contract close-out efforts. Contractor shall not participate as voting member on any performance evaluation board.

2.1.10.6 Support contract administration to facilitate the close-out activities of contracts and task/delivery orders.

2.1.10.7 Support the tracking and analysis of Other Than Firm-Fixed-Price contracts (OTFFP)

2.1.10.8 Support OTFFP audit activities and coordinate audit and non-audit services with the

Defense Contract Audit Agency (DCAA)

2.1.10.9 Developing regular strategic reports and dashboards for executive-level use and consumption

2.2 Acquisition Policy Support

Assist in developing, tracking, updating, and implementing new and revised policy, directives, operating procedures, manuals, instructions, and guidance by:

2.2.1 Reviewing, interpreting, and providing recommendations on proposed Directives, Policies and/or Guidance to ensure alignment with mission requirements

2.2.2 Supporting the development of FEMA policy and guidance to align with FAR and DHS acquisition updates

2.2.3 Supporting the shepherding of new or revised guidance through the FEMA policy review process

2.2.4 Conducting internal stakeholder briefings and information gathering sessions to share information about draft guidance and absorb feedback

2.2.5 Adjudicating complex feedback on policies and guidance obtained through the policy review process

2.2.6 Conducting comprehensive research in collaboration with Government stakeholders

2.2.7 Assisting with the implementation of policy, tools, training, and programs to ensure regulation compliance

2.2.8 Providing analytical and consultant support on current FEMA and DHS policies and regulations as well as policy implementation techniques

2.2.9 Provide comprehensive policy advisory support from initial planning through contract closeout.

2.2.10 Perform contract compliance reviews before government approval; review and analyze documents; identify issues and recommend improvements;

2.2.11 Provide detailed response recommendations to inquiries from GAO and DHS OIG.

2.2.12 Provide recommendations on the development and/or updates of acquisition policy documents.

2.2.13 Provide business and program analytics support for various programs within Policy and

Internal Control Section

2.2.14 Provide individual file summaries for each file reviewed and provide recommendations for compliance corrections and process improvements.

2.2.15 Research and aid in answering questions received from AOD and program offices.

2.2.16 Provide in-depth information via whitepapers, articles, news briefs, summaries, etc. to keep FEMA current and informed about emerging issues and trends in the acquisition field to include enhancing disaster acquisition methods and procedures. Include well researched benchmarking information from other federal agencies on what they are doing and their best practices.

2.2.17 Support knowledge management efforts to continue and foster lessons learned and best practices that can be provided to the workforce.

2.2.18 Continually update various acquisition techniques to ensure that the best procedures are being used to impart lessons learned.

2.2.19 Provide assistance for mandatory internal/external reporting on acquisition-related issues such as developing and coordinating responses to the Government Accountability Office

(GAO), DoD Inspector General (IG), and other auditors. Assist in reviewing and coordinating legislative packages and congressional requests for information on acquisition policy issues.

2.3 Coaching, Awareness and Training

2.3.1 Provide instruction, coaching and training on various acquisition processes and topics, to program officials and federal acquisition staff.

2.3.2 Become familiar with pre-existing course materials and be able to teach the course to the acquisition workforce.

2.3.3 Perform in-depth strategic-level research and analysis to support recommendations for new training, awareness and coaching topics/materials.

2.3.4 Support stakeholder engagement for the identification of new training topics and provide recommendations on acquisition best practices and lessons learned to improve acquisition processes within FEMA.

2.3.5 Provide and conduct training, awareness and coaching engagements using a variety of training mediums to include but not limited to: in-person and virtual/net-conferences, presentations, videos, interactive modules.

2.3.6 Develop new training material/content using a variety of training mediums.

2.3.7 Support awareness of acquisition policy and procedures by maintaining accuracy and availability of content on available collaboration platforms, such as SharePoint sites.

2.4 Support Onboarding, Knowledge Transfer and Transition to Contract Successor or Government

Assist in supporting onboarding and transition of program and technical support to Government or Contract successor by:

2.4.1 Coordinating, collaborating, and cooperating with the Contracting Officer Representative, FEMA program officials, and contractors as directed to identify required information and materials (briefings, reports, job aids, SOPs, memos, etc.) transition to ensure initiatives continue seamlessly

2.4.2 Facilitating, supporting and conducting knowledge transition activities as directed by the COR/program officials and in cooperation with existing/incoming contractors in order to transition out the program and technical support services to include identifying, developing and providing supporting documentation

2.4.3 Delivering a Transition-Out Plan for transferring programmatic and technical services to any successor contractor or government employee as directed by the Government

2.4.4 Conducting detailed overview sessions with the successor contractor as directed by the COR or program official to provide visibility and insight into the support services in all areas of this effort

3. CONTRACTOR PERSONNEL

The contractor shall provide resumes for any individual(s) who contractor proposes as key personnel for this BPA or any associated call orders. Submitted resumes are to be redacted to prevent disclosure of personally identifiable information (PII). The contractor shall submit a signed letter of intent for individuals proposed as key personnel who are not currently employed by the contractor (inclusive of sub-prime contractors or partners).

3.1 Qualified Personnel

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

The contractor shall provide staff with senior-level experience and ability, in the following areas of specialty and skills:

• Must possess comprehensive Federal Acquisition knowledge of laws, regulations, policies, and procedures.

• Advanced proficiency with Microsoft Office Suite

• Advanced design and/or development, as applicable, in Visio, as well as SharePoint, InfoPath, ServiceNow and other web-based tools and SaaS applications

• Strategic communications with internal stakeholders (e.g., business partners, employees) and external oversight bodies (e.g., Congress, auditing agencies)

• Advanced technical writing and editing

• Data analytics in support of organizational effectiveness and business process improvements

• Advanced proficiency in data analysis and visualization techniques and technology tools (e.g., creating dashboards)

3.2 Key Personnel

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:

3.2.1 Project Manager:

The Contractor shall provide a Project Manager who shall be responsible for all Contractor work performed under this PWS. The Project Manager shall be a single point of contact for the Contracting Officer and the COR. 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.

The Project Manager shall be available to the COR via telephone between the hours of 0800 and 1700 EST, Monday through Friday, and shall respond to a request for discussion or resolution of technical problems within two (2) hours of notification.

Specialized experience includes: expertise in the management and control of funds and resources using complex reporting mechanisms, demonstrated capability in managing multi-task contracts and/or subcontracts of various types and complexity. Assigned Project Manager must demonstrate the ability to work independently or under only general direction. Resume must show thorough experience in performing the following:

• Managing clients o Building a knowledge base of each client's business, organization and objectives o Managing day-to-day client interaction o Setting and managing client expectations o Communicating effectively with clients to identify needs and evaluate alternative business solutions o Continually seeking opportunities to increase customer satisfaction and deepen client relationships

• Achieving operational objectives and contributing information and recommendations to strategic plans and reviews

• Implementing productivity and quality standards

• Providing technical direction and guidance to contractor staff to ensure Contract requirements and expectations are clear, success criteria are defined, progress toward results are monitored, and that all activities are performed in compliance with the terms of the Contract

• Identifying risks and appropriate mitigation strategies

• Meeting financial objectives by forecasting requirements, preparing budgets, scheduling expenditures, analyzing variances, and initiating corrective actions

• Managing a multi-tiered project and/or multiple projects simultaneously

Required Education: Bachelor’s degree in Computer Science, Information Systems, Engineering, Business, Education, Management Sciences, Psychology, Human Resources Development/ Management, or other related discipline or equivalent experience in a technical or business discipline.

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

3.3 Employee Identification

Contractor employees visiting Government facilities shall wear an identification badge that, at a minimum, displays the Contractor 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 display all identification and visitor badges in plain view above the waist at all times.

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.

3.4 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 present a professional appearance at all times 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.

3.5 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. OTHER APPLICABLE CONDITIONS

4.1 Period of Performance

The period of performance consists of one (1) 12-month base period and four (4) 12-month option periods

4.2 Place of Performance

The primary place of performance will be the Contractor’s facilities with frequent visits to FEMA Headquarters at 500 C Street, SW Washington D.C. 20472.

Note: The contractor is authorized to telework at the discretion of the Government.

4.3 Hours of Operation

Contractor employees shall generally perform all work between the hours of 0800 and 1700 EST, Monday through Friday (except Federal holidays). However, there may be occasions, such as during disasters, when Contractor employees shall be required to work other than normal business hours, including weekends and holidays, to fulfill requirements under this PWS.

4.4 Travel

Contractor travel may be required to support this requirement. All travel required by the Government outside the local commuting area (50 miles radius from place of performance) will be reimbursed to the Contractor in accordance with the Federal Travel Regulations. The Contractor shall be responsible for obtaining COR approval (electronic mail is acceptable) for all reimbursable travel in advance of each travel event.

4.5 Post Award Conference

The Contractor shall attend a Post Award Conference with the Contracting Officer and the COR no later than five (5) business days after the date of award. The purpose of the Post Award Conference, which will be chaired by the Contracting Officer, is to discuss technical and contracting objectives of this contract and review the Contractor's draft project plan. The Post Award Conference will be held at the Government’s facility, located at FEMA Headquarters at 500 C Street, SW Washington D.C.

20472 or via teleconference.

4.6 Project Plan

The Contractor shall provide a draft Project Plan at the Post Award Conference for Government review and comment. The Contractor shall provide a final Project Plan to the COR not later than ten

(10) business days after the Post Award Conference.

4.7 Business Continuity Plan

The Contractor shall prepare and submit a Business Continuity Plan (BCP) to the Government. The BCP Plan shall be due fifteen (15) 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

4.7.1 Individual BCPs shall be activated immediately after determining that an emergency has occurred, shall be operational within 24 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 COR 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 occurs, the Contractor Project Manager and the COR 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

4.7.2 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.

4.8 Progress Reports

The Project Manager shall provide a bi-weekly progress report, on or before the 1st and 15th calendar day of each month, to the Contracting Officer and COR via electronic mail. This report shall include a summary of all Contractor work performed, including a breakdown of labor hours by labor category, all direct costs by line item, an assessment of technical progress, schedule status, any travel conducted and any Contractor concerns or recommendations for the previous reporting period.

Adhoc Reports may be required based on actions and decisions of and must be completed within five (5) business days after request is made. A Final Project Close-out Report must be completed five

(5) business days prior to end of Task Order.

4.9 Progress Meetings

The Project Manager shall meet with the COR on a biweekly basis to discuss progress, exchange information and resolve emergent technical problems and issues. These meetings shall take place at the Government's facility or via teleconference, etc.

4.10 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 (Microsoft Office Applications).

5. SECURITY AND PRIVACY REQUIREMENTS

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

All personnel require access to information up to the sensitive but unclassified, for official use only (FOUO) levels. Contractor must ensure contractor employees receive a favorably adjudicated public trust suitability prior to entry on duty (EOD). All individuals will be U.S. citizens. The contractor shall follow the standards established within DHS and FEMA policy.

To accomplish the tasks outlined in this contract, FEMA will share with the contractor the following PII data elements PII of first name, last name, email addresses, and work phone numbers of FEMA employees via Global Address List (GAL) by way of FEMA laptops use the information sharing is authorized by Routine Use F of DHS/ALL-014 Department of Homeland Security Personnel Contact Information" March 16, 2018 83 FR 11780, PIA DHS/ALL-015 Web Portal, PIA DHS/ALL-059 Employee Collaboration Tool "

The Contractor shall use Government furnished facilities, property, equipment and supplies only for the performance of work under this contract and shall be responsible for returning all Government furnished facilities, property, and equipment in good working condition, subject to normal wear and tear.

https://www.federalregister.gov/documents/2018/03/16/2018-05403/privacy-act-of-1974-system-of-records https://www.federalregister.gov/documents/2018/03/16/2018-05403/privacy-act-of-1974-system-of-records

Any system access or collections, inputs, storage, processing, outputs, and/or transmitting of PII/SPII not mentioned above is prohibited until which time an adjudicated Privacy Threshold Analysis (PTA) is provided for each individual program office under this BPA.

Unauthorized Disclosure of Classified or Unclassified Information:

Contractors and Subcontractors who are working on this contract shall receive Unauthorized Disclosure of Classified or Unclassified Information training.

Access to the training can be obtained at:

https://securityawareness.usalearning.gov/unauthorizedrefresher/index.htm Send the certificate of completion to the FEMA Contracting Officer Representative no later than 30 calendar days after awarded contract. New employees entering the contract must receive the briefing within ten (10) business days of joining the contract.

OPSEC Training:

Contractors and Subcontractors who are working on this contract shall receive the OPSEC Awareness Brief.

Access to the briefing can be obtained at http://cdsetrain.dtic.mil/opsec Send the certificate of completion to the FEMA Contracting Officer Representative no later than 30 calendar days after awarded contract. New employees entering the contract must receive the briefing within ten (10) business days of joining the contract.

Insider Threat Training:

Insider Threat training for Contractors can be found at:

http://cdsetrain.dtic.mil/itawareness/index.htm.

Certificate of training is required for all cleared contractor employees who are working with classified or unclassified information. All certificates must be sent to the assigned FEMA Contracting Officer Representative, before the Contractor or Subcontractor is granted access to classified or unclassified information but no later than 30 calendar days after awarded contract. All cleared contractor personnel are required to recertify Insider Threat training annually thereafter. New employees entering the contract must receive the briefing within ten (10) business days of joining the contract.

For Official Use Only (FOUO) Information:

In accordance with DHS Management Directive 11042.1 contractors, consultants and others to whom access is granted will abide by 11042.1; DHS policy regarding the identification and safeguarding of sensitive but unclassified information originated within DHS. It also applies to other sensitive but unclassified information received by DHS from other government and non-governmental activities.

The contractor will:

1. Be aware of and comply with the safeguarding requirements for “For Official Use Only” (FOUO) information as outlined in this directive.

2. Participate in formal classroom or computer-based training sessions presented to communicate the requirements for safeguarding FOUO and other sensitive but unclassified information.

3. Be aware that divulging information without proper authority could result in administrative or disciplinary action.

Contractors and Consultants shall execute a DHS Form 11000-6, Sensitive but Unclassified Information Non Disclosure Agreement (NDA), as a condition of access to such information. Other individuals not assigned to or contractually obligated to DHS, but to whom access to information will https://securityawareness.usalearning.gov/unauthorizedrefresher/index.htm http://cdsetrain.dtic.mil/opsec http://cdsetrain.dtic.mil/itawareness/index.htm be granted, may be requested to execute an NDA as determined by the applicable program manager.

Execution of the NDA shall be effective upon date of the DHS Policy and not applied retroactively.

Foreign Travel and Government-Issued Equipment Per DHS and FEMA IT policy, FEMA employees and contractors are not authorized to take government-issued equipment, including cell phones, computers, or tablets such as iPads, outside of the United States regardless of the reason for travel. If government-issued equipment is required for official foreign travel, FEMA government employees may request a temporary loaner device through the Mobility Service Center. Office of the Chief Information Officer, Service Center for the duration of their trip. FEMA contractors must contact their contracting officer’s representative (COR) for further guidance.

If your device is detected as operating outside of the United States and its territories it will be disabled, and your information will be forwarded to the Office of Professional Responsibility for review.

Background Investigations All contractor personnel who require access to DHS or FEMA information systems, routine access to DHS or FEMA facilities, or access to sensitive information, including but not limited to Personally Identifiable Information (PII), shall be subject to a full background investigation commensurate with the level of the risk associated with the job function or work being performed. FEMA’s Personnel Security Division (PSD) will determine the risk designation for each contractor position by comparing the functions and duties of the position against those of a same or similar federal position, applying the same standard for evaluating the associated potential for impact on the integrity and efficiency of federal service.

Low Risk without Information System Access Contractor personnel occupying positions or performing functions with a Low Risk designation and who do not require access to DHS or FEMA information systems may undergo a Tier 1 investigation with a credit check and must receive a favorable adjudication thereof from FEMA PSD prior to performing work under this contract. (also reference Facility Access).

Low Risk with Information System Access Contractor personnel occupying positions or performing functions with a Low Risk designation and who require access to DHS or FEMA information systems shall undergo a Tier 2 Suitability Background Investigation (T2) and must receive a favorable adjudication thereof from FEMA PSD prior to performing work under this contract.

Moderate Risk Contractor personnel occupying positions or performing functions with a Moderate Risk designation shall undergo a Tier 2 Suitability Background Investigation (T2) and must receive a favorable adjudication thereof from FEMA PSD prior to performing work under this contract.

High Risk Contractor personnel occupying positions or performing functions with a High Risk designation shall undergo a Tier 4 Suitability Background Investigation (T4) and must receive a favorable adjudication thereof from FEMA PSD prior to performing work under this contract.

https://usfema.sharepoint.com/teams/FEMAET/it_tools/tsc/Pages/default.aspx

Background Investigation Process To initiate the request to process contractor personnel, the Contractor shall provide the FEMA Contracting Officer’s Representative (COR) with all required information and comply with all necessary instructions to complete Section II of the FEMA Form 121-3-1-6, “Contract Fitness/Security Screening Request.” The FEMA COR shall ensure that all other applicable sections of the FEMA Form 121-3-1-6 are complete prior to submitting the form to FEMA PSD for processing.

The Contractor shall also provide the FEMA COR with completed OF 306, “Declaration for Federal Employment,” forms for all contractor personnel.

Contractor personnel who already have a favorably adjudicated background investigation, may be eligible to perform work under this contract without further processing by FEMA PSD if:

the investigation was completed within the last five years, it meets or exceeds the minimum requirement for the position they will occupy or functions they will perform on this contract, the contractor personnel have not had a break in employment since the prior favorable adjudication, and, FEMA PSD has verified the investigation and confirmed that no new derogatory information has been disclosed which may require a reinvestigation.

FEMA PSD will notify the COR of the names of the contractor personnel eligible to work based on prior, favorable adjudication. The COR will, in turn, notify the Contractor of the names of the favorably adjudicated contractor personnel, at which time the favorably adjudicated contractor personnel will be eligible to begin work under this contract.

For those contractor personnel who do not have an acceptable, prior, favorable adjudication or who otherwise require reinvestigation, FEMA PSD will issue an electronic notification via email directly to the contractor applicant/personnel that contains the following documents, which are incorporated into this contract by reference, along with a link to the Office of Personnel Management’s (OPM) Electronic Questionnaires for Investigation Processing (e-QIP) system and instructions for submitting the necessary information:

Standard Form 85P, “Questionnaire for Public Trust Positions” Optional Form 306, “Declaration for Federal Employment” SF 87, “Fingerprint Card” (2 copies) DHS Form 11000-6, “Non-Disclosure Agreement” DHS Form 11000-9, “Disclosure and Authorization Pertaining to Consumer Reports Pursuant to the Fair Credit Reporting Act” FEMA PSD will only accept complete packages consisting of all of the above document and Standard Form 85P, which must be completed electronically through the Office of Personnel Management’s e- QIP system. The Contractor is responsible for ensuring that all contractor personnel timely and properly submit all required background information.

Once contractor personnel have properly submitted the complete package of all required background information, FEMA’s Personnel Security Division, at its sole discretion, may grant contractor personnel temporary eligibility to perform work under this contract prior to completion of the full background investigation if the Personnel Security Division’s initial review of the contractor personnel’s background information reveals no issues of concern. In such cases, FEMA’s Personnel Security Division will provide notice of such temporary eligibility to the COR who will then notify the Prime Contractor, at which time the identified contractor personnel will be temporarily eligible to begin work under this contract. Neither the Prime Contractor nor the contractor personnel has any right to such a grant of temporary eligibility. The grant of such temporary eligibility shall not be considered as assurance that the contactor personnel will remain eligible to perform work under this contract upon completion of and final adjudication of the full background investigation.

Upon favorable adjudication of the full background investigation, FEMA’s Personnel Security Division will update the contractor personnel’s security file and take no further action. In any instance where the final adjudication results in an unfavorable determination FEMA’s Personnel Security Division will notify the contractor personnel directly, in writing, of the decision and will provide the COR with the name(s) of the contractor personnel whose adjudication was unfavorable. The COR will then forward that information to the Contractor. Contractor personnel who receive an unfavorable adjudication shall be ineligible to perform work under this contract. Unfavorable adjudications are final and not subject to review or appeal.

Continued Eligibility and Reinvestigation Eligibility determinations based on a Low Risk T1, Moderate Risk T2S or High Risk T4 are valid for five years from the date that the investigation was completed and closed. Contractor personnel required to undergo a background investigation to perform work under this contract shall be ineligible to perform work under this contract upon the expiration the background investigation unless and until the contractor personnel have undergone a reinvestigation and FEMA’s Personnel Security Division has renewed their eligibility to perform work under this contract.

Exclusion by Contracting Officer The Contracting Officer, independent of FEMA’s Personnel Security Division, may direct the Contractor be excluded from working on this contract. Any contractor found or deemed to be unfit or whose continued employment on the contract is deemed contrary to the public interest or inconsistent with the best interest of the agency may be removed.

Contractor access to information protected under the Privacy Act is required under this PWS.

Contractor employees shall safeguard this information against unauthorized disclosure or dissemination in accordance with the law and Government policy and regulation.

and

Contractor access to proprietary information is required under this PWS. 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).

6. SECTION 508 COMPLIANCE

Section 508 of the Rehabilitation Act (classified to 29 U.S.C. § 794d) requires that when Federal agencies develop, procure, maintain, or use information and communications technology (ICT), it shall be accessible to people with disabilities. Federal employees and members of the public with disabilities must be afforded access to and use of information and data comparable to that of Federal employees and members of the public without disabilities.

All products, platforms and services delivered as part of this work statement that, by definition, are deemed ICT shall conform to the revised regulatory implementation of Section 508 Standards, which are located at 36 C.F.R. § 1194.1 & Appendixes A, C & D, and available at https://www.ecfr.gov/cgi-bin/text-idx?SID=e1c6735e25593339a9db63534259d8ec&mc=true&node=pt36.3.1194&rgn=div5. In the revised regulation, ICT replaced the term electronic and information technology (EIT) used in the original 508 standards. ICT includes IT and other equipment.

https://uscode.house.gov/view.xhtml?req=(title:29%20section:794d%20edition:prelim)%20OR%20(granuleid:USC-prelim-title29-section794d)&f=treesort&edition=prelim&num=0&jumpTo=true https://www.ecfr.gov/cgi-bin/text-idx?SID=e1c6735e25593339a9db63534259d8ec&mc=true&node=pt36.3.1194&rgn=div5 https://www.ecfr.gov/cgi-bin/text-idx?SID=e1c6735e25593339a9db63534259d8ec&mc=true&node=pt36.3.1194&rgn=div5 https://www.ecfr.gov/cgi-bin/text-idx?SID=e1c6735e25593339a9db63534259d8ec&mc=true&node=pt36.3.1194&rgn=div5

Exceptions for this work statement have been determined by DHS and only the exceptions described herein may be applied. Any request for additional exceptions shall be sent to the Contracting Officer and a determination will be made according to DHS Directive 139-05, Office of Accessible Systems and Technology, dated November 12, 2018 and DHS Instruction 139-05-001, Managing the Accessible Systems and Technology Program, dated November 20, 2018, or any successor publication.

6.1 Section 508 Requirements for Technology Services

1. When developing or…