RFI - 70FA3125I00000005 DRAFT - PWS for FEMA - HMA OM Support _ 1.8.2025.pdf

DRAFT – PWS

Federal Emergency Management Agency (FEMA)

Mitigation Electronic Grants system (MT-eGrants) and

Hazard Mitigation Grant Program (HMGP)

System Sustainment

HMA O&M Support

Request for Information (RFI) 70FA3125I00000005

Introduction:

The Federal Emergency Management Agency’s (FEMA) Hazard Mitigation Directorate (HMD) oversees an Operation and Maintenance (O&M) contract for the non-disaster Mitigation Electronic Grants (MT-eGrants) information technology financial system and the disaster Hazard Mitigation Grant Program

(HMGP), FEMA Chief Financial Officer Designated Financial systems. Both systems are not only legacy in nature but also custom build. HMD is currently at the end of a contract cycle and is interested in developing a contract that provides comparable O&M services.

Purpose:

The purpose of this RFI is inform both industry and the government on the need to establish a new O&M contract that meets HMD needs.

Background:

HMD’s existing O&M contract supports including but not limited to: Disaster Recovery Reform Act of 2018 (DRRA) implementation requirements, Building Resilient Infrastructure and Communities

(BRIC) grant program implementation requirements; engineering, engineering testing and development lab; engineering O&M, production operations and maintenance and all IT security certification and accreditation requirements. In addition, the interconnectivity to the FEMA/DHS

Information Technology Network and the system’s interfaces to the FEMA Enterprise Identity

Management System (FEIMS), NEMIS Enterprise Services (ES) and SOA Financial Services (SFS).

These interfaces are required to ensure proper financial processing for the MT-eGrants and HMGP systems non-disaster and disaster transactions between the FEMA Integrated Financial Management and Information System (IFMIS) and the MT-eGrants/HMGP systems. The HMGP system interfaces with FEIMS for user account management and routing, and the Document Management & Records

Tracking System (DMARTS) for the storage and retrieval of document attachments.

Support FEMA’s OCIO mission while maintaining current operations without disruption of existing application functionality and supporting the immediate emergency and disaster operations’ needs.

Apply industry standard innovation to implement a Service Oriented Architecture (SOA), Enterprise

Architecture (EA) and Cyber Security directives and policies.

Scope:

The scope of this effort includes the MT-eGrants and HMGP system development and applications integration throughout FEMA. This effort encompasses the full range of application development and integration services and associated applications development infrastructure services (as related to the MT-eGrants and HMGP Systems). Specifically, this effort includes, but is not limited to, use of various development approaches for mission need determination, including DRRA and BRIC;

requirements analysis; and application, testing, and implementation; support of non-production environments; application development organizational consulting and related business process reengineering; configuration management and release management; and related project management as well as systems integration, performance and availability analysis and improvement, support

Hazard Mitigation Grant Program (HMGP)

System Sustainment contingency planning and execution capabilities.

The Government’s additional goal is to benefit from industry best practices that will “extend” the architecture to make the FEMA enterprise more adaptable, agile, interoperable and mission-responsive.

History (why we want to recompete this contract):

HMD’s current HMA O&M contract is coming to the end of it cycle. In the 25-year history of the MT-eGrants and HMGP systems they have only had two (2) vendors. Therefore, to obtain the best industry practices and innovations we are expanding our search.

Period of Performance

The Period of Performance for a new contract would be a 1-year base, with an additional 4 option years.

• Option Period 1: 12 months

• Option Period 2: 12 months

• Option Period 3: 12 months

• Option Period 4: 12 months

Place of Performance

The principal place of work shall be the contractor’s facility or its designated alternate workplace.

Meetings, Work Products, and Reporting:

FEMA HMD will expect the vendor to attend a post-award conference (virtual or in-person) with two weeks of contract award. This will provide the forum to discuss technical and contracting objectives and provide for a questions & answers session for both the government and the vendor.

FEMA HMD will expect the vendor to meet Bi-Weekly for Client Status meeting and as needed.

FEMA HMD will expect the vendor to provide the COR with Weekly Activity Report (WAR) and Task

Tracker report throughout the life of the contract and to meet on a recurring basis for conversation (virtual meetings weekly/bi-weekly/as-needed).

FEMA HMD will expect the vendor to complete the following work products per release, unless otherwise noted:

System Design Document (SDD)

Application System Design Document (ASDD)

Hazard Mitigation Grant Program (HMGP)

System Sustainment

Use Cases (UCs)

Test Cases

Release Plan

Supplementary Specification

Integration Readiness Review (IRR) Approval Letter

Production Readiness Review (PRR) Approval Letter

System Integration Testing (SIT) Test Readiness Review (TRR) meeting minutes

Build Plan

Test Execution Plan

Test Results Report

Product Delivery Report (PDR)

Application Technical Data Package (TDP)

Project Plan Review (PPR) Approval Letter

FEMA Tailoring Matrix

Weekly Activity Report (WAR)

Project Schedule

Risk Management and Mitigation Plan - *30 days from award

Quality Assurance Plan - *30 days from award

Configuration Management Plan *30 days from award

Analytical studies – (if requested)

Technical studies – (if requested)

Customized technical support– (if requested)

Previous Evaluation Process (may be changed prior to issuance of solicitation):

The vendors competing for this contract will be assessed on their ability to successfully perform the requirements of the contract based on staffing (qualified workforce), past performance measures and experience in working with custom made financial systems, materials (authorized equipment and best solutions), and price (cost to the government.)

• Factor 1: Work Plan (may be developed after award in coordination with FEMA COR) & Proposed

Personnel o Demonstrated ability to provide staffing necessary to accomplish the tasks outlined in the Statement of Work, to include the minimum amount of time it takes to

Hazard Mitigation Grant Program (HMGP)

System Sustainment deploy personnel fit (qualified/experienced) to perform and the hiring and recruitment process.

o Demonstrate a clear understanding of the requirements of this effort and fully describe the proposed solution to achieve tthe technical approach and methodology.

• Factor 2: Project Management Plan and Oversight o Demonstrate project management and oversight capability, a plan to manage vendor workforce, seeking to minimize FEMAs supervision.

o Demonstrate ability to direct and control the operation of this requirement both programmatically and on a daily bases in an efficient and cost-effective manner.

o Detail the qualifications of the proposed Project Manager and Key Personnel to include how risk will be managed, identified, and mitigated.

o Describe in detail how any subcontracted work will be managed and integrated to ensure efficient and effective services are provided.

• Factor 3: Quality Control Plan o Offeror’s ability to propose and execute a quality control plan, whereby the contractor manages and monitors the process and takes the appropriate corrective action to correct performance to meet program objectives.

o The plan shall discuss the offeror’s policies and procedures to ensure compliance with the contract requirements and its methods of documenting and enforcing quality control procedures of both the prime contractor and subcontractors.

• Factor 4: Prior Experience/Past Performance o The Government will consider the relevance of prior experience obtained in relation to similar complexity and magnitude (FEMA custom IT financial systems), considering such factors as similar size, scope, and complexity completed by the vendor.

o Identify three (3) any contracts similar complexity and magnitude (preferably as the Prime

Contractor) with the federal government, agencies of state and local governments, and commercial customers or private sector clients completed in the last three (3) years or currently in process.

▪ The following information shall be provided for each referenced contract:

1. Contract Title

2. Contract Number

3. Government Agency/Organization

4. Total Contract Price/Costs

5. Contract Completion Date

6. Contract Type

7. Description of the Contract

8. Brief discussion of how the work performed is relevant to this solicitation.

9. Contracting Officer’s/Client’s name, address, telephone number and email address o The Government will consider the above information, as well as information obtained

Hazard Mitigation Grant Program (HMGP)

System Sustainment from any other sources, when evaluating an offeror’s past performance.

o CPARS ratings for the Quality, Cost, Schedule, and Management factors will be utilized.

o The Government’s knowledge of Offeror’s past performance of recent contracts (within the last 3 years) may be utilized.

o The past performance evaluation will assess the offeror’s record of relevant (similar in complexity and magnitude of this procurement, considering such factors as similar size, scope, and complexity) and recent work for government and commercial customers or private sector clients.

o Offerors with no recent or relevant past performance will be assigned a rating of neutral for this factor.

Questions and specific information requests:

Please submit answers to the following questions in your RFI response:

1. Company name and Unique Entity Identifier, as registered in www.sam.gov

2. Provide a point-of-contact name, phone, address, and email:

3. Provide your business size for the NAICS codes of 541513 and 54151:

4. What strategic sourcing vehicles (SSVs), government-wide acquisition contracts (GWACs), indefinite-delivery/indefinite-quantity (IDIQs) contracts, or other contract vehicles are you a part of that are relevant to our requirement?

5. Can your company provide this solution on your own or would you partner/subcontract with another company? Do you have an existing relationship in place, or would you need to establish this with a potential partner/subcontract?

6. Have you provided similar services of similar scope with FEMA legacy IT financial systems?

7. Included above is the previous evaluation strategy, our team is planning on revisiting the strategy and changes may occur prior to release of a final solicitation. How does your company want to be evaluated for this requirement? Do you have any recommendations for evaluation criteria we should consider including for the new solicitation or removing from the previous process?

8. Please include any comments, questions, or suggestions related to the above draft requirements.

9. Do you have any concerns about this requirement, which if not addressed, may adversely impact your decision to bid on this requirement?

10. Provide a brief description of your organizations experience with the National Emergency Management Information System (NEMIS).

http://www.sam.gov/

Hazard Mitigation Grant Program (HMGP)

System Sustainment