PWS RSL OBM Admin Support 4 Nov 24 v5_.docx

Federal Emergency Management Agency

PERFORMANCE WORK STATEMENT (PWS) FOR:

RESILIENCE ADMINISTRATIVE SUPPORT SERVICES

Glen Seipp, Contracting Officer September 20, 2024

PROCUREMENT SENSITIVE INFORMATION

DEPARTMENT OF HOMELAND SECURITY (DHS)

Performance Work Statement (PWS) For Resilience Administrative Support Services

1.0 General

1.1 Background

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

Within FEMA, the Resilience organization prepares communities, reduces suffering, and speeds recovery while creating safer communities by reducing loss of life and property, enabling individuals to recover more rapidly from floods and other disasters, and reducing the financial impact of disasters on the Nation. Resilience is comprised of the following Organizations: Office of Resilience Strategy, Office of Business Management (OBM), Office of the Flood Insurance Advocate, Federal Insurance Directorate (FID), Risk Management Directorate (RMD), Grants Program Directorate, National Preparedness Directorate, Mitigation Directorate, and the Office of Environmental Planning & Historic Preservation (OEHP). Each of the organizational components within Resilience has unique responsibilities that support the overarching FEMA and Resilience mission.

1.2 Scope

Resilience requires Administrative Support Services for the Resilience Offices and Programs. The Contractor shall provide Resilience with Administrative Support. Resilience requires administrative, operational, and secretarial support services for each of the aforementioned Resilience Offices. The Contractor shall provide Resilience program offices with day-to-day office administrative support to include letter drafting; correspondence management; document editing or proofreading; facsimile services; typing, word processing or desktop publishing; and other secretarial services, such as answering telephone calls and relaying messages to stakeholders, scheduling appointments/meetings, coordinating travel arrangements, maintaining travel schedules, and postal and mailing services and well as providing excellent customer service and business professionalism.

1.3 Objective

The purpose of this Blanket Purchase Agreement (BPA) is to secure expert contractor administrative services to support the Resilience offices and programs.

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

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

1.4.1.2 FEMA Strategic Plan: 2022–2026 FEMA Strategic Plan | FEMA.gov

1.4.1.3 Additional applicable documents will be provided by FEMA and identified at the order level.

1.5 Performance Requirements Summary

This contract includes a Performance Requirements Summary (PRS). 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.

2.0 Specific Requirements/Tasks

2.1 Task One: Administrative Support Tasks (Administrative Specialist I)

2.1.1 Schedule appointments/meetings.

2.1.2 Manage and monitor calendars and daily itineraries.

2.1.3 Manage Outlook shared in-boxes, multiple calendars, and action tracker tasks.

2.1.4 Develop short/long range operational schedules.

2.1.5 Coordinate travel arrangements and travel schedules to include status of orders and itineraries, transportation, and accommodation arrangements, create and submit travel authorizations and vouchers.

2.1.6 Arrange meetings/conferences and prepare appropriate background materials.

2.1.7 Manage daily correspondence and records management.

2.1.8 Proficiency in the use of Microsoft Office, (Microsoft Word, Excel, Power Point, OneDrive, and Outlook) is required, to type, prepare, store, transfer, and print documents and correspondence including letters, memoranda, forms, reports, charts, graphs, and presentations from handwritten or electronic drafts or from supplied samples and provided data, as well as preparing correspondence documents for distribution.

2.1.9 Proficiency with Adobe Professional is required, must be able to edit, highlight and convert PDF files.

2.1.10 Must be able to properly utilize Microsoft Office application functions to review and edit all documents and correspondence for format, grammar, and punctuation in accordance with the U.S. Government Printing Office Style Manual.

2.1.11 Send documents via electronic methods, U.S. Mail, or use of overnight delivery services (or a combination of more than one) using a correspondence tracking system.

2.1.12 Receive, sort, and distribute incoming mail, other documents, and packages.

2.1.13 Copy, scan, convert and electronically attach documents.

2.1.14 Coordinate the pick-up and distribution of office supplies and equipment.

2.1.15 Perform all administrative, operational, and secretarial support tasks with outstanding customer service and business professionalism.

2.1.16 Schedule appointments/meetings for senior management and document meeting decisions, action items (and action owner), track progress and provide meeting minutes.

2.1.17 Schedule conference rooms for staff (if required) and seat reservations for executives.

2.1.18 Prepare correspondence documents for distribution.

2.1.19 Attend staff meetings if requested and take minutes if required by management.

2.1.20 Utilize computer software, primarily Microsoft Word, Excel, Power Point and Outlook to type, prepare, store, transfer, and print documents including letters, memoranda, forms, reports, charts, graphs, and presentations from handwritten or electronic drafts or from supplied samples and provided data.

2.1.21 Assist with document control and concurrence management for external communications.

2.1.22 Update and maintain weekly status reports, dashboard(s) and any other recurring information requested by program offices.

2.2 Task Two. Administrative Management, Liaison and Coordination Support Tasks (Administrative Specialist II) In addition to the tasks outlined in Task One, the Administrative Specialist II will:

2.2.1 Receive, compile, analyze and organize information from multiple sources.

2.2.2 Be responsible for the suspense control action of recurring reports and other scheduled reports; serves as action tracker maintaining follow up with staff members to ensure timeliness of deliverables and work products.

2.2.3 Coordinate and participate in wide array of projects within the designated program office.

2.2.4 Coordinate high level contacts with visitors with the Facilities Manager.

2.2.5 Provide administrative support by conducting research, preparing statistical reports, handling information requests, and performing clerical functions such as preparing correspondence (to include background and supporting documentation), receiving visitors, arranging conference calls, scheduling meetings, and coordinating travel and project logistics.

2.2.6 Provide high-level administrative support by conducting research, preparing statistical reports, handling information requests, and performing clerical functions such as preparing correspondence, receiving visitors, arranging conference calls, scheduling meetings, and coordinating travel and project logistics.

2.2.7 Assist with tracking the Program’s budget using SharePoint and designated budget tools.

2.2.8 Independently research and resolve problems, coordinates resolutions and advises on routine issues relating to business operations.

2.2.9 Conduct a technical review of correspondence for Branch Chiefs, Division Directors and Senior Executives to ensure consistency, completeness, timeliness, grammar, punctuation and formatting.

3.0 Contractor Personnel

The contractor shall provide resumes for any individual(s) who the contractor proposes as key personnel for this requirement. 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.

3.1.1 The contractor shall provide staff with experience and ability, in the following areas of specialty and skills for Administrative Support:

3.1.1.1 Advanced proficiency with Microsoft Office Suite, Adobe Pro and SharePoint.

3.1.1.2 A qualified candidate must have experience with scheduling and vouchering Executive travel utilizing a web-based program.

3.1.1.3 A qualified candidate must be proficient and fluent in English and be able to communicate, prepare and edit written correspondence, reports, transcribe materials and to communicate clearly and concisely both verbally and in written format.

3.1.1.4 A qualified candidate must be proficient in keyboard typing with a 60 words per minute minimum.

3.1.1.5 A qualified candidate must demonstrate three or more years of experience providing administrative support in the federal or private sectors.

3.1.1.6 Administrative Specialist I, must have at a minimum, a high school diploma, a bachelor’s degree is preferred.

3.1.1.7 Administrative Specialist II, three (3) years of experience and a bachelor’s degree required.

3.2 Key Personnel

Before replacing any individual designated as Key by the Government, the Contractor shall notify the Contracting Officer no less than fifteen (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 personnel being replaced, unless otherwise approved by the Contracting Officer. The Contractor shall not replace Key Contractor personnel without approval from the Contracting Officer. The following Contractor personnel are designated as Key for this requirement. Note: The Government may designate additional Contractor personnel as Key at the time of award.

3.3 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.

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:

3.3.1 Managing clients and staff.

3.3.2 Achieving operational objectives and contributing information and recommendations to ensure the tasks of the contract are completed successfully and on time.

3.3.3 Implementing productivity and quality standards.

3.3.4 Providing technical direction and guidance to contractor staff to ensure contract requirements and expectations are clear, progress is monitored, and that activities are performed in compliance with the terms of the contract.

3.3.5 Identifying risks and mitigation strategies.

3.3.6 Meeting financial objectives by forecasting requirements, scheduling, budgeting, and initiating corrective actions.

3.3.7 Managing 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.

The Project Manager shall be available to the COR via telephone between the hours of 0800 (8:00am) and 1700 (5:00pm) ET (Washington dc), Monday through Friday, and shall respond to a request for discussion or resolution of technical problems within two (2) hours of notification.

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

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

3.6 Removing Employees for Misconduct or Security Reasons

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

4.0 Other Applicable Conditions

4.1 Security

Contractor access to unclassified, but Security Sensitive Information may be required under this 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.

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 Blanket Purchase Agreement (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 thirty (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 thirty (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 thirty (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:

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

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

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 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.

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 (5) 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 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 have 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).

4.2 Period of Performance

The period of performance for this contract is a one 12-month base period with four 12-month option periods as follows:

The Contractor may be authorized to work remotely or telework at the discretion of the government and will be identified at the task order level. Contractor employees may be required to visit:

FEMA Headquarters 400 C Street, SW Washington D.C. 20472

FEMA Headquarters 500 C Street, SW Washington D.C. 20472

FEMA National Emergency Training Center (NETC) 16825 S. Seton Ave., Emmitsburg, MD 21727

4.4 Hours of Operation

Contractor employees shall generally perform all work between the hours of 0800 (8:00AM) and 1700 (5:00PM) ET (Washington DC), Monday through Friday (except Federal holidays). However, there may be occasions when Contractor employees shall be required to work other than normal business hours, including weekends and holidays, to fulfill requirements under this PWS.

4.4.1 Overtime Pay for Disaster Support

Contractor employees may be authorized overtime pay for any overtime hours worked in support of disaster related work. Overtime is defined as additional hours worked beyond a normal workweek of forty (40) hours. Overtime pay is defined as equal to 1.5 times a worker’s hourly rate of pay and is applied to actual hours worked over forty (40) hours per week.

Contractor shall seek approval of overtime prior to working any overtime hours in support of disaster related work. The Contracting Officer and the COR will review the Contractor’s request for overtime and approval of the use of overtime may be granted by the Contracting Officer after determining in writing that overtime is necessary in support of disaster related work.

Overtime Pay shall be determined at the Task Order level.

4.5 Travel

Contractor travel may be required to support this requirement and will be determined at the Task Order level. 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.

4.6 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.

4.7 Project Plan

The Contractor shall prepare and submit a Project Management Plan (PMP) to the Government. The PMP Plan shall be due thirty (30) calendar days after the date of award and will be updated throughout the period of performance. The PMP shall include the following:

· A description of the Contractor’s management methodology to include key personnel, roles and responsibilities and a project schedule to include milestones and deliverables.

· The Contractor shall deliver a weekly correspondence report to the COR.

· The Contractor shall deliver a monthly status to the COR that includes an executive summary and key accomplishments.

· The Contractor shall participate in bi-weekly status meetings with the COR.

· The Contractor shall include as an addendum to the PMP a Business Continuity Plan (BCP) in case of emergency for all Contractor staff.

· The Contractor shall provide to the COR, the primary and alternate Contractor points of contact, each with primary and alternate:

· Telephone numbers

· E-mail addresses 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 Business Continuity Plan

The Contractor shall prepare and submit a Business Continuity Plan (BCP) to the Government. The BCP Plan shall be due 1 business day after the date of award and will be updated on an annual basis. The BCP shall document Contractor plans and procedures to maintain support during an emergency, including natural disasters and acts of terrorism. The BCP, at a minimum, shall include the following:

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

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

· How the Contractor will communicate with the Government during emergencies.

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

Telephone numbers E-mail addresses

4.8.1 Individual BCPs shall be activated immediately after determining that an emergency has occurred, shall be operational within 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 contact 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

4.8.2 The Government and Contractor Project Manager shall make use of the resources and tools available to continue contracted functions to the maximum extent possible under emergency circumstances.

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

4.9 Progress Reports

The Project Manager shall provide a weekly correspondence reports and monthly status reports to the COR via electronic mail. This report shall include a summary of all Contractor work performed, including an assessment of technical progress, schedule status, any travel conducted and any Contractor concerns or recommendations for the previous reporting period. Ad hoc 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.

4.10 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.

4.11 General Report Requirements

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

4.12 Intellectual Property

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

4.13 Protection of Information

If the Contractor will have access to Privacy Act information and/or proprietary information, include the following paragraphs in the PWS as appropriate:

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/or- Contractor access to proprietary information 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/or- 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).

4.14 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.

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.

1.1 Section 508 Requirements for Technology Products (include in the SOW, PWS, or SOO) Section 508 applicability to Information and Communications Technology (ICT): Microsoft Office Adobe Acrobat Professional Adobe InDesign PDF Generators and Converters Graphing and Charting Programs Applicable Exception: N/A Authorization #: N/A Applicable Functional Performance Criteria: Does not apply Applicable 508 requirements for electronic content features and components (including but not limited to Electronic documents; Electronic forms; Electronic document templates; Electronic surveys; Electronic reports; Electronic training materials; Multimedia (video/audio); Interactive maps; Other): All requirements in E205 apply, including all WCAG 2.0 Level A and AA Success Criteria apply as specified in E205, except 2.4.1 Bypass Blocks, 2.4.5 Multiple Ways, 3.2.3 Consistent Navigation, and 3.2.4 Consistent Identification Applicable 508 requirements for software features and components: Does not apply Applicable 508 requirements for hardware features and components: Does not apply Applicable 508 requirements for support services and documentation: All requirements in Chapter 6 apply

1.3 Section 508 Deliverables (include in the SOW, PWS, or SOO)

1. Section 508 Accessibility Conformance Reports: For each ICT item offered through this contract (including commercially available products, and solutions consisting of ICT that are developed or modified pursuant to this contract), the Offeror shall provide an Accessibility Conformance Report (ACR) to document conformance claims against the applicable Section 508 standards. The ACR shall be based on the Voluntary Product Accessibility Template Version 2.0 508 (or successor versions). The template can be found at https://www.itic.org/policy/accessibility/vpat. Each ACR shall be completed by following all of the instructions provided in the template, including an explanation of the validation method used as a basis for the conformance claims in the report.

5.0 Government Terms & Definitions

Include a comprehensive list of all terms and acronyms used in the PWS, including applicable definitions. If you have an extensive list of terms, you should consider the use of a table rather than the numbered paragraph format provided below.

5.3 FEMA – Federal Emergency Management Agency

6.0 Government Furnished Resources

If on-site support is required, the Government will provide accommodations as necessary at FEMA HQ, 400 and 500 C. St. SW Washington D.C. 20472 and satellite locations for critical working sessions, training workshops, key meetings and presentations as deemed appropriate by FEMA authorized personnel.

Desks, chairs, local telephone service, and necessary computer and office equipment will be provided for assigned personnel. Contractor computer or its assets are not authorized for use on this effort without the pre-approval of the COR and screening by DHS/FEMA/cyber security.

Additional resources, such as laptops, may be provided and determined at the Task Order level.

7.0 Contractor Furnished Property

N/A.

8.0 Government Acceptance Period

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

9.0 Deliverables and Delivery Schedule

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

REFERENCE

COR, Contracting Officer

Weekly Correspondence Report

Monthly Status Reports

Final Project Close-out Report

10.0 Performance Requirements Summary (PRS).

The PRS establishes key elements of Contractor performance that represent “mission essential” service requirements, which are identified in the table below in the “Service Output” column. The “Performance Objective” column represents the standard against which Contractor performance will be measured in relation to accomplishment of the corresponding service output. The performance objective or “standard” describes the minimum acceptable level of service by the Contractor for satisfactory performance. The “Acceptable Quality Level (AQL)” column displays the maximum allowable deviation from the performance objective, which, if exceeded, evokes the negative incentive specified in the table below.

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