SOW - CHEMS.pdf

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AOC Capitol Hill Emergency Management

Support (CHEMS) Contract Statement of Work (SOW)

Architect of the Capitol (AOC)

Office of the Chief Security Officer

August 5, 2024

Source Selection Sensitive

Statement of Work – AOC Capitol Hill Emergency Management Support i

Contents

1 PROJECT TITLE

2 BACKGROUND

3 SCOPE

4 TASKS

4.1 Overall Program Management

4.2 Policy Analysis and Plan/Technical Writing

4.3 Emergency Management Liaison

4.4 Testing, Training, and Exercise Liaison

4.5 Logistical Support

4.6 Emergency Operations Center Support

4.7 Information Technology, RF, and other Technical and Engineering Support

5 DELIVERABLES

5.1 Kick-Off Meeting

5.2 Project Management Plan / Quality Control Plan

5.3 Bi-Weekly Status Reports

5.4 Monthly Status Reports

5.5 Individual policies, plans, and procedures

5.6 Task Order (TO) Metrics and Service Level Agreements (SLA)

5.7 Government Furnished Equipment/Property (GFE/GFP) Inventory Report

5.8 Transition Out Plan

5.9 Deliverables and Delivery Schedule

6 DELIVERY INSTRUCTIONS

7 GOVERNMENT FURNISHED EQUIPMENT / PROPERTY (GFE/GFP)

8 CONTRACT TYPE

9 PERIOD OF PERFORMANCE

10 PLACE OF PERFORMANCE / HOURS OF OPERATIONS

11 TELEWORK

12 OTHER DIRECT COSTS (ODC)

13 TRAVEL

14 KEY PERSONNEL

15 SUBSTITUTION OF PERSONNEL

16 PERSONAL SERVICES

17 INVOICING

18 SECURITY

19 SAFETY

20 ENERGY EFFICIENCY / COMPLIANCE

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21 SUSTAINABILITY

22 POINTS OF CONTACT

1 PROJECT TITLE

The Architect of the Capitol’s Capitol Hill Emergency Management Support (CHEMS)

2 BACKGROUND

Established as a permanent office in 1876, the Architect of the Capitol (AOC) is provided permanent authority for the care and maintenance of the United States Capitol based on Section 1811 of Title 2 of the United States Code. The Architect is responsible for the maintenance, operation, development and preservation of 17.4 million square feet of buildings and more than 570 acres of land throughout Capitol Hill. This includes the U.S. Capitol, House and Senate office buildings, the U.S. Capitol Visitor Center, the Library of Congress, the Supreme Court of the United States, the U.S. Botanic Garden, the Capitol Power Plant, and other facilities.

3 SCOPE

The Architect of the Capitol (AOC) Office of the Chief Security Officer (OCSO) provides facilities management, personnel and physical security, and emergency management support services to the Legislative and Judicial Branches of the federal government ensuring Continuity of Government (COG) through direct support of enduring Legislative and Judiciary functions of governance and oversight in accordance with the United States Constitution. Day to day operations -- regardless of varying threat levels -- scheduled or unscheduled events, routine corrective or maintenance actions or emergency responses the AOC is effectively the host of a “small city on the hill” with a mission to “Serve, Preserve and Inspire.

OCSO’s Security and Emergency Management (EM) Department is charged with fortifying AOC’s campus-wide posture of: Continuity of Governance/Operations (COG/COOP);

Emergency Preparedness; Business Continuity/Disaster Recovery; Exercise Test, Training, and Evaluation; Critical Infrastructure resilience/re-constitution; Information Technology (IT) Enterprise Services and Solutions; Logistical direct support in a permissive or non-permissive environment throughout Capitol Hill. Establishing AOC’s first-in-kind, Capitol Hill campus-wide Emergency Operations Center (EOC) the Security and Emergency Management Department through the subordinate Emergency Management division and Logistics division respectively will support the critical resourcing requirements of the AOC and supported Legislative Branch clients to include but not limited to: United States Senate, United States House of Representatives, Supreme Court of the United States, United States Capitol Police, Library of Congress during real-world emergencies be it acts of nature to man-made with a range of minor to catastrophic.

The Architect of the Capitol (AOC) will partner with industry professionals who can support the AOC’s Office of the Chief Security Officer (OCSO) in developing and staffing AOC’s Emergency Operations Center (EOC), as well as team with government task/mission leads in Emergency Preparedness, Continuity of Government (COG)/Continuity of Operations (COOP), Logistics, and Mobility Enterprise/Mobile Telecommunications to provide technical expertise, force multiplication, and skill depth to support/supplement existing government staff in each area.

CHEMS staff shall be forward deployed on Capitol Hill campus grounds and predominately be tasked with engagement with AOC Offices/Jurisdictions in direct support of the government mission leads in the Assistant Director of Emergency Management and Resilience portfolio to include but not limited to:

• Emergency Management Lead

• Re-Constitution Lead

• Test, Training, and Exercise Lead

• Continuity of Operations Lead

• Logistics Specialists

• IT/COMSEC Specialists

CHEMS contract awardee shall integrate various internal AOC applications and capabilities to develop ‘common operating picture’ (COP) with reporting and notification protocols in addition to managing Government approved pre-planned responses. Technologies leveraged and supported include, but are not limited to:

• Web-based Ticket Management Application (WebTMA)

• Web-based Emergency Operations Center (WebEOC)

• Tableau

• Maximo

• Cority

• ArcGIS

• Mobile Advanced Road Weather Information Sensor (MARWIS)

• Joint Audible Warning System (JAWS)

• Joint Emergency Management Notification System (JEMNS)

• various other technologies/services proprietary and unique to Capitol Hill

Legislative Branch The afore listed leads/specialists drive mission critical interactions and tasks in their specific vectors that can include but are not limited to: liaise with AOC Office and Jurisdiction Office Emergency Coordinators (OECs) to identify risks, issues, and opportunities and maintain situational awareness around the campus, support exercises and training across campus, review and update emergency response maps and support materials, assist with WebEOC user issues, support alternate site deployments and logistical support, and help AOC program, inventory, update, and maintain various telecommunications and RF-based equipment.

Government Leads/Specialists will provide technical direction in each of their areas of expertise, and the contract team shall be led by an overall Program Manager who shall report to the government Contracting Officer’s Representative (COR).

The contractor shall also support the staffing of AOC’s Emergency Operations Center. EOC support personnel shall be responsible for monitoring and tracking various inputs to the EOC common operating picture while supporting AOC’s Emergency Management Coordinator and Training Coordinator with engagement and liaison tasks to AOC Offices and Jurisdictions.

4 TASKS

4.1 Overall Program Management

The contractor shall provide an onsite Program Manager (PM) in support of all subtasks on this contract. The PM will report to the government’s COR for contract leadership, guidance, overall management, task prioritization, and daily customer communication/interface. Contract administration is a critical component of performance measurement and continuous feedback.

The key elements of this sub-task include, but are not limited to:

• Perform an integrated Program Management function to ensure effective cost, schedule, and technical requirements are achieved o Serve as the Government’s single point of contact for all contract actions, questions, and recommendations, and be fully accountable for all contractor activities, deliverables, and results o Develop a Quality Assurance Plan and monitor delivery quality (reference the QASP in Deliverables) o Prepare bi-weekly, monthly, and ah hoc status reports – service and financial o Prepare and coordinate all contractor on-boarding and terminations o Prepare and present a Transition Plan (as needed) and a Staffing plan. Updates to these documents may be required throughout the life of the contract o Perform oversight and management of all contractor activities o Identify and resolve problems and risks that could adversely impact performance, cost and/or delivery schedule – including appropriate staffing of tasks o Gather and provide multiple levels of metrics for management review showing functionality of the services and value add to the organization

• Support briefings, meetings, drills and exercises as required

• Prepare and present written and oral communications, including plans, reports, briefings and briefing support materials, as required

• Participate in internal and external working groups, meetings, audits, and discussions, as needed

• Establish, document, and manage the scope, schedule, and resource allocation for new projects and sustaining activities

• Evaluate current operations to develop and maintain a knowledge management solution for policy or process changes, risk and issue tracking, after action/improvement tracking, and vendors and technologies in use or under review by the AOC

• Determine the impact of new tools, technologies, policies, processes, mandates, or legislation introduced during the life of the contract

• Develop and update program strategic and tactical goals and objectives, as needed based on the operational environment

The PM and other appropriate contractor personnel shall participate in routine and periodic status meetings with key government personnel, at times on short notice. The purpose of such meetings is to ensure AOC stakeholders are informed of program status and progress on tasks.

4.2 Policy Analyst(s) and Plan/Technical Writer(s)

The contractor shall provide Policy Analysis and Technical Writing support to the AOC/OCSO Security and Management Branch. Individual(s) performing this function will work closely with all other task areas to ensure policies, procedures, how-to guides, and training materials are in place and up to date. Policy Analysis and Technical Writing support tasks shall include, but are not limited to:

• Provide overall deliverable and documentation support across all lines of effort

• Review and update existing EM; Test, Training, and Exercise (TT&E); and Critical

Infrastructure plans, policies, and processes at least annually or when required by external factors

• Work with government leads throughout the Security and Emergency Management Department portfolio in the creation or maintaining of new plans, policies, processes, or other documentation as may be necessary to effectively document the Security and Emergency Management Department’s scope, authorities, responsibilities, and requirements.

• Evaluate areas for performance or process improvement, providing analysis, recommendations, risks and impacts and reporting or tracking of recommendations

• Support briefings, meetings, drills and exercises as required

• Prepare and present written and oral communications, including plans, reports, briefings and briefing support materials, as required

• Participate in internal and external working groups, meetings, audits, and discussions, as needed

• Assist in the development of meeting minutes, briefings, memos, talking points, and other strategic communications for a variety of stakeholders, to include transcribing, formatting, and editing

• Develop, update, copy, and transmit text, data, and graphics

• Prepare executive correspondence

• Assist in the development and dissemination of reports and metrics

• Assist in the production, update, and maintenance of tracking tools for deliverables and engagements including but not limited to shared operational calendars or MS Project plans/schedules to help coordinate activities

4.3 Emergency Management Analyst(s)/Liaison(s)

The contractor shall provide holistic, on-site support to the AOC’s Emergency Management program, covering all five phases of the emergency preparedness cycle (prevention, preparedness, mitigation, response, and recovery) and all AOC Offices and Jurisdictions.

Specific tasks shall include, but are not limited to:

• Liaise with AOC Office and Jurisdiction Office Emergency Coordinators (OECs) on a regular basis, based on their preferred schedules, to:

o identify risks/issues (or success stories) impacting the Jurisdiction’s emergency preparedness posture, o identify new Points of Contact within the Jurisdiction (leadership, new OECs, persons needing assistance in the event of an evacuation, etc.), o identify training opportunities within the Jurisdiction and promote upcoming AOC-wide training and drills, and o advise Jurisdictions on OCSO initiatives, policy, and requirements, assisting in implementation where necessary.

• Observe and support Jurisdiction drills and exercises (supporting the contractor Training Liaison).

o Provide inputs to TT&E exercise plans and after-action reports (AARs)

• Review Jurisdiction Emergency Action and Response Plans (EARPs) on an annual basis and advise for update.

o Review and update (create, where necessary) EARP-subordinate Occupant

Emergency Plans (OEPs) for individual Shops/Offices and update these at least once every 2 years or upon an office relocation.

• Create evacuation, shelter in place, and internal relocation map/s for each Office and Jurisdiction, and visually inspect each jurisdiction on a regular basis to ensure evacuation routes, shelter in place locations, internal relocation sites/Areas of Refuge, and emergency supply kit locations are free of obstructions or impediments to use/access.

o Submit “Safety Walk” reports to the Emergency Management Coordinator.

o Revalidate or update maps annually and upon request based on real life events o Frequency of update and review will vary based on the Jurisdiction.

• Assist with WebEOC access requests and troubleshooting, as necessary.

• Check annunciators/JAWS base stations when in AOC offices/shops on other business and report any service/maintenance needs.

• Complete a periodic inventory and validation of emergency escape hoods/victim rescue units to ensure hood-to-employee ratio is maintained (in support of contract logisticians).

• Provide on-call, surge support to AOC OCSO and/or the AOC EOC for planned or unplanned events.

Based on the nature of their role “in the field” supporting AOC offices and Jurisdictions, the Emergency Management liaison will not be provided with fixed, permanent space in AOC offices. Hoteling space will be made available. Personnel will be required to support in-person meetings, where designated.

4.4 Testing, Training, and Exercise (TT&E) and Continuity of Operations (COOP)

Analyst(s)/Liaison(s) The contractor shall provide on-site support to AOC’s Test Train & Evaluate and Continuity of Operations program. Two distinct programs that are integrated in common exercises frequently.

In considering the TT&E and Continuity portfolio(s) AOC supports Capitol Hill Exercises and Real-World events through proactive response grounded in robust infrastructure and personnel that leverage technology, logistics capability and technical expertise coordinated through the Security and Emergency Management Department leadership team. Exercises will include Emergency Evacuations, Emergency Action Plans, Fast reaction movements of VIP personnel and equipment to alternate hot/warm/cold sites and continuous checks of alternative site/capability fidelity.

Prioritizing an operational PACE plan – Primary, Alternate, Contingency, Emergency – the Continuity Program in close coordination with Logistics Division leadership directly/indirectly supports numerous unclassified sites/services that support Congressional members and staff. All of these resources will be flexed and stressed rigorously to ensure availability and mission capability on a regularly scheduled basis as directed by Security and Emergency Management Department. Specific tasks shall include, but are not limited to:

• Work in direct support of Security and Emergency Management department’s TT&E Specialist and Continuity of Operations Specialist the contract EM Liaison, and other government Subject Matter Experts to develop and maintain a full training and exercise calendar, as far into the future as can be known.

• Perform in-person training on a range of emergency preparedness and response topics, in coordinator with above-mentioned personnel.

• Develop or update exercise plans

• Consolidate after action feedback and develop after action reports and corrective action plans

• Maintain an after-action item tracker and prepare reports on AAR status on at least a quarterly basis, though more regular and ad-hoc requests will need to be supported, as well.

• Develop or update training, either generally or for specific jurisdictions, on the protective actions that may be taken/directed o Support the conduct of that training

• Provide on-call, surge support to AOC OCSO and/or the AOC EOC for planned or unplanned events.

Part-time staffing for both the TT&E Analyst and the COOP Analyst are encouraged as this CLIN is utilized predominately with significant advanced knowledge of scheduled monthly exercises or in the infrequent event of a real-world crisis. The Government reserves the right to have CLIN dormant until required however recognizes and prefers the value proposition of having season TT&E/COOP professionals on retainer albeit in a .5 FTE posture. Based on the nature of their role “in the field” supporting AOC offices and Jurisdictions, the Logistician(s) will not be provided with fixed, permanent space in AOC offices. Hoteling space will be made available. Personnel will be required to support in-person meetings, where designated and will travel throughout the National Capitol Region (NCR) frequently in the performance of their duties.

4.5 Logistical Support

The contractor shall provide appropriately certified personnel who can support warehouse inventory and management and the movement of continuity and emergency management related supplies and equipment through all-hazards conditions, including permissive and non-permissive environments. Individual(s) must have at least a Class A Commercial Driver’s License.

Personnel may be required to support alternate site deployments, including facility set-up and organization, technical configurations, daily operations support such as (but not limited to) food, fuel, and office supply/equipment deliveries and set-up, and facility clean-out and break-down.

While these deployments will primarily occur in and around the National Capitol Region, they may occur anywhere in the Continental United States.

Based on the nature of their role “in the field” supporting AOC offices and Jurisdictions, the Logistician(s) will not be provided with fixed, permanent space in AOC offices. Hoteling space will be made available however the locations may be outside of the immediate Capitol Hill campus as determined by Logistics division leadership. Personnel will be required to support in-person meetings, where designated and will travel throughout the National Capitol Region (NCR) frequently in the performance of their duties.

4.6 Emergency Operations Center Support

The contractor shall provide an appropriately certified Emergency Operations Center (EOC) Manager and entry level-journey-man level EOC Analysts/dispatchers to staff the OCSO EOC 6:00 am to 10:00 pm Monday through Friday excluding Federal Holidays. All EOC personnel must be familiar with WebEOC and may serve as an initial “Tier 1” call center for WebEOC user access issues.

The EOC Manager and Analysts shall assist AOC in the development of their EOC technologies and integrate various internal AOC applications and capabilities to develop common operating picture and reporting and notification protocols. Existing technologies include, but are not limited to, the WebTMA, WebEOC, Tableau, Maximo, Cority, ArcGIS, MARWIS, and various other internal collaboration sites. The EOC Manager and subordinate Analysts may need to liaise with technical specialists in other AOC Offices or on AOC contracts in order to facilitate the integration of these technologies.

EOC Analysts shall be responsible for monitoring and tracking various inputs to the EOC common operating picture while supporting AOC’s Emergency Management Coordinator and Training Coordinator with engagement and liaison tasks to AOC Offices and Jurisdictions.

Specific tasks shall include, but are not limited to:

• Daily monitoring of incoming alerts and information from AOC Offices and Jurisdictions, Legislative Branch partner organizations, and National Capitol Region first responders for the purpose of providing situational awareness to AOC leadership

• Producing daily, weekly, and monthly reports on the status of OCSO, AOC, and partner operations and facilities

• Developing, managing, and maintaining Common Operating Picture through WebEOC or other technologies

• Triggering alerts to AOC leadership based on published critical information requirements

• Triggering alerts and notifications to AOC staff and partners, as necessary

• Reporting on AOC and partner response operations during emergency incidents or planned events

• Collecting accountability reports, supporting Jurisdictions in their collection of accountability reports, and consolidating accountability reporting for AOC leadership during emergency incidents

• Directing AOC resources during emergency incidents

4.7 Information Technology, RF, and other Technical and Engineering Support The contractor shall provide on-site technical support in the areas of IT project management, radio frequency and radio programming, maintenance, and management; requirements gathering, and application development, support, and administration. The contractor shall provide one (1) overall IT Senior Project Manager who shall have full administrative rights overall subordinate IT systems and applications, one (1) Tier 2/3-level IT support and system administrator, and one

(1) Police/Law Enforcement radio/radio frequency specialist. Specific tasks include, but are not limited to:

• Joint Audible Warning System (JAWS) o Take receipt of JAWS end units from Motorola and partners and configure, program, and deploy end units in AOC spaces o Maintain inventory of all AOC-owned JAWS end-units, and trouble-shoot issues at the end-unit, as needed.

o Maintain configuration management of JAWS system and apply feature and security patches as necessary o Manage and maintain alert zones, using the Mach Alerts user interface to manage the overall AOC instance within the JAWS system o Respond to end-user requests for service of individual JAWS units within 48 hours of receipt of the request.

o Develop, review, and update guides, standard operating procedures, and user manuals o Collaborate with partners, AOC Information Technology Division, and JAWS vendor (Motorola) for actions including, but not limited to service impairments, upgrades, and implementation of new features

• Joint Emergency Management Notification System (JEMNS) o Administer and maintain AOC’s BlackBerry AtHoc Virtual Private Server (VPS) at the AtHoc Enterprise Operators level to include, but not limited to, user and distribution lists creation and modification and alert template creation and modification.

o Collaborate with partners, AOC Information Technology Division (ITD), U.S.

Capitol Police (USCP) AtHoc Server administrators, and JEMNS support contractors (e.g. Blackberry/JEMNS helpdesk, etc.) for all JEMNS actions including, but not limited to, service impairments, upgrades, interconnect rules creation, and general troubleshooting.

o Create and maintain static and dynamic distribution lists for all AOC Jurisdictions, Offices, shifts, and divisional hierarchies for use within the sending of alerts and AtHoc accountability events.

o Collaborate with AOC ITD to manage Active Directory Objects for proper group assignments within AtHoc.

o Draft and publish emergency AOC Alert messages and Accountability Event notifications to targeted audiences within 10 minutes of notification from Contracting Officer’s Representative (COR), Chief Security Officer (CSO) or their Deputy (D-CSO), or Assistant Directors (ADs) for Security Division (SD) or Emergency Management and Resilience (EMR) .

o Develop, review, and update guides, standard operating procedures, and user manuals.

• WebEOC o Administer and maintain the WebEOC application, to include managing user support requests, creating new user accounts, resetting passwords, application training and troubleshooting support, creation of new notifications and workflows, and coordinating with the WebEOC developer for new Board or feature builds. Specific tasks and Service Level Agreement response requirements are listed below:

Create new user accounts when requested and provision those user accounts into the appropriate groups in WebEOC

• Service Level Agreement (SLA) of 24 hours, with some emergency/immediate need requests Remove user accounts from WebEOC when a user leaves the agency

• SLA in accordance with AOC cybersecurity requirements Reset passwords for users who are locked out

• SLA of 24 hours, with some emergency/immediate need requests Assist users with downloading, installing, and logging into the app Collaborate with the WebEOC vendor (Juvare) and AOC ITD on installation and testing of feature and security patch updates.

o Board/Feature development

Work with users to determine the need for new Boards or Features or update existing boards and features using available development and editing tools

Assist in requirements gathering for more complex new Boards/features

• Work with the government and stakeholders to identify functionality requirements and required information. Then, either build those requirements into new boards/features or relay that information to the WebEOC developer (Juvare) for inclusion

• Refine requirements through iterative customer engagements o Collaborate with partners, AOC Information Technology Division, and the

WebEOC development support contractor (Juvare) for all WebEOC actions including, but not limited to, service impairments, upgrades, implementation of new boards and features, information sharing with LBO partners, and troubleshooting.

o Develop, review, and update guides, standard operating procedures, and user manuals

• Satellite Telephones o Receive, inventory, track, secure, and issue to new personnel within 72 hours of identification. Support quarterly testing, as required by the AOC COOP Manager.

o Provide operator training during device issuance and as needed.

o Conduct service calls within 24 hours of notification.

o Notify AOC COOP Manager of device issuance or turn in from assigned personnel.

o Coordinate with the service provider for receipt and turn in of devices as needed.

Emergency Communications Kit Support

• Telecommunications/RF/IP-based mobility solutions o Program and issue radios to new personnel within 72 hours of onboarding.

Reprogram as needed. Conduct monthly function checks.

o Provide operator training during issuance and as needed o Conduct service calls within 24 hours of notification.

o Maintain inventory and control of AOC radio and USCP assigned radio assets.

o Participate in all AOC radio projects to include, but not limited to, radio expansion and consolidation, management, administration, monitoring, and alternative technology exploration for emergency management and security division usage.

• Receive, inventory, track, operate and maintain all OCSO Emergency Communications Kits.

o Provide operator training as needed.

o Notify AOC COOP Manager of operational status as requested.

• Support the build out and maintenance of OCSO vehicle-based mobile telecommunications capabilities

• Draft SOPs, how-to guides, and TTP documents for all communications assets and information technology platforms.

• Prepare reports of all communications assets to include, but not limited to, inventory, operational statuses, device usage, after action reports, and maintenance.

• Support radio deployments and inventory for exercises or real-world events, possibly in austere environments with limited notice and resources

• Support the development, review, and update of guides, standard operating procedures, and user manuals

5 DELIVERABLES

5.1 Kick-Off Meeting

The contractor shall attend a kick-off meeting no later than (NLT) seven (7) business days after task order award. The contractor shall prepare a presentation for this meeting to include an overview of the project team, scope of work, deliverables, communication approach, initial risks, and next steps.

5.2 Project Management Plan / Quality Control Plan

Within thirty (30) calendar days of kickoff, the contractor shall submit a Project Management Plan and a Quality Control Plan for the period of performance. The PMP should be developed using project management best practices, such as the Project Management Body of Knowledge, and shall include, at a minimum, the following information:

• Project Execution and Project Control approach

• Staffing, including roles, responsibilities, and expectations

• Cost/Spend plan

• Scope of work o Delivery schedule/timeline with milestones and key requirement input dates

• Communications Plan

• Risks to execution and proposed mitigations

The Quality Control Plan shall outline the contractor’s internal processes to ensure high quality products and services are produced and rendered. This portion of the plan shall also detail how the contractor intends to meet the Service Level Agreement and response requirements outlined for each sub-task in Section 4.1 This plan should be developed using project management and quality planning best practices, and shall include, at a minimum, the following information:

• Individuals responsible for quality control and their role in the process

• Contractor’s quality control process and specific procedures

• Minimum acceptable quality standards

• Deliverable review processes

• Any tools used for quality monitoring

• Process to remediate or correct any deliverables determined below quality standards

5.3 Bi-Weekly Status Reports

The contractor shall prepare a status report for the government every other week. The report shall be submitted as a Word or PDF attachment and summarized in an email. The contractor shall also upload this report to an appropriate file sharing platform within the AOC’s network.

The contractor may also present the reports during bi-weekly meetings.

Bi-Weekly status reports are due by the Close of Business (COB) Monday post the week(s) the work was performed. The first report will be due the third Monday from the start of services.

The bi-weekly status report shall include:

• Accomplishments - Description of work accomplished to include hours spent on each task

• Planned Activities - Work planned for the following week

• Milestone Schedule - Work planned out to six months.

• Quality Control measures – any issues encountered and their resolution, achieved or proposed

• Project Changes – Any deviations from planned tasks with explanation

• Open Issues - Outstanding issues and risks to include a remediation plan

5.4 Monthly Status Reports

The contractor shall prepare a monthly status report for the government.

The contractor shall submit this report by email and upload it to an appropriate file sharing platform within AOC’s network. The contractor will also present the reports during monthly meetings.

Monthly status reports are due on the 5th business day of each month for actions that occurred during the previous month. If the 5th business day falls on a non-working day (i.e. Holiday) the report will be due the next business day.

The contractor shall include a roll-up of historical information from the bi-weekly reports for trending purposes, and include the following elements:

• Milestone Schedule – Review of milestones and deliverables achieved and upcoming up to six months out;

• Quality Control measures – roll-up of any issues encountered during the previous month and their resolution, achieved or proposed;

• Project Changes – roll-up of any deviations from planned tasks during the previous month with explanation; and

Open Issues - Outstanding issues and risks to include a remediation plan

5.5 Individual policies, plans, and procedures

During the initial 90 calendar days following task order kickoff, the contractor and the government will assess the adequacy of existing policies, guides, procedures, and user manuals to be reviewed and the number of new documents that may need to be created. The contractor shall then propose an update and delivery schedule.

The government shall have at least 15 business days to review any new documentation created under this task order.

The government shall have at least 6 business days to review any new procedures, training materials, briefings, etc.

5.6 Task Order (TO) Metrics and Service Level Agreements (SLA) Individual metrics, response requirements, and Service Level Agreements for each major system to be supported are described in Section 4 and delineated in 5.9.

5.7 Government Furnished Equipment/Property (GFE/GFP) Inventory Report Upon request by the COR, the contractor shall provide a GFE/GFP inventory report within two

(2) business days. The report shall include asset tag information, serial number, assigned resource, primary office location, the date issued, and a description of the asset.

5.8 Transition Out Plan

In the event that delivery of task requirements carries over to a new contract or contractor, the contractor shall be responsible for the transition-out of all technical activities identified in this requirement either to another contractor or back to the government, to ensure no disruption in operational services.

The contractor shall submit a Transition-Out Plan thirty (30) calendar days prior to the completion date of the final period of performance. The COR shall approve the contractor’s Transition-Out Plan. The contractor shall complete the transition by the end of the period of performance. The following technical activities shall be included as part of the Transition-Out Plan:

• Submit all deliverables to date, including any draft designs, documents, briefings, reports, working papers, spreadsheets or source code.

5.9 Deliverables and Delivery Schedule

Table 1 below outlines specific deliverables and delivery schedule.

Table 1 - Deliverables and Delivery Schedule Deliverable/Description Format Delivery Method(s) Delivery Date/Frequency

Kickoff Meeting Powerpoint In person and digital copy of the presentation

Seven (7) business days after task order award

Project Management Plan / Quality Control Plan

Microsoft Word, with PowerPoint overview

Digital 30 days after Kickoff

Bi-Weekly Status Reports Microsoft Word Digital Close of Business Monday following the weeks work was performed

Monthly Status Reports Microsoft Word Digital 5th business day of the month for the previous month’s report

JAWS - Program/configure and deploy end units to all AOC offices

Microsoft Word Digital NLT 1 OCT, 2024

JAWS - Inventory all end units Microsoft Word Digital Quarterly following initial delivery and deployment

JAWS - Respond to end-user service requests

Microsoft Word Digital Within 48 hrs. of request

JEMNS - Integrate Active Directory objects/ attributes/ organizational units and mobile device management capabilities

Microsoft Word Digital December 30, 2024

JEMNS - Draft and publish emergency AOC Alert messages and Accountability Event notifications to targeted audiences

Microsoft Word Digital Within 10 minutes of notification from COR, CSO, DCSO, AD-SD, or

AD-EMRD

Create WebEOC user accounts, reset passwords, assist with installation of the mobile phone app, and address other WebEOC user level requests

Microsoft Word Digital Within 24hrs of request

Individual policies, plans, and procedures, as determined between contractor and government during PMP development

Microsoft Word Digital As determined between contractor and government during PMP development

Meeting Minutes Microsoft Word Digital file For each meeting. Within 24 hours after the meeting.

6 DELIVERY INSTRUCTIONS

The contractor shall provide electronic and physical copies of course material. Electronic copies shall be delivered via email attachment to the COR or designated groups as appropriate. The electronic copies shall be compatible with Microsoft Office 360 and/or Adobe Acrobat.

The contractor shall follow the invoicing instructions outlined in the contract to submit their invoices.

Once created, deliverables and work products are considered the property of the Federal Government. At the completion of this order, the contractor shall deliver all electronic and physical copies of all task order related materials except financial invoicing to the government or destroyed and a certified document attesting to that destruction submitted to the government.

The deliverables shall be considered final upon receiving Government approval. The Government shall provide written notification of acceptance or rejection of all deliverables, with the exception of invoicing, within four days of receipt. Approval or rejection of invoicing is done within 30 days. All notifications of rejection will be accompanied with an explanation of the specific deficiencies causing the rejection. Items must be approved by the COR to be considered “accepted.”

Deliverables shall be deemed acceptable if the document adequately covers all required topics, meets general quality measures, and is professionally prepared in terms of accuracy, clarity, editability, format, and timeliness. Quality measures, as set forth below, shall be applied to each work product received from the contractor.

• Accuracy: Documents shall be accurate in presentation, content, and style;

• Clarity: Documents shall be clear and concise;

• File Editing: Documents shall be editable by the government;

• Format: Documents shall be transmitted via mutually agreed upon media; and

• Timeliness: Documents shall be submitted on or before scheduled due date.

7 GOVERNMENT FURNISHED EQUIPMENT / PROPERTY (GFE/GFP)

The Government may provide GFE/GFP to the contractor, as needed to support the requirements in this Statement of Work. Any equipment or property furnished by the Government to the contractor to perform work under this requirement shall be returned to the Government at the end of the period of performance. All training materials, policies, and procedures generated as a result of this requirement becomes the property of AOC.

8 CONTRACT TYPE

The contract type for this requirement is Firm-Fixed Price.

9 PERIOD OF PERFORMANCE

The Period of Performance (POP) for this task order shall be five years, with one (1) Base Period of twelve (12) months, and four (4) Option Periods of twelve (12) months each.

10 PLACE OF PERFORMANCE / HOURS OF OPERATIONS

Work under this requirement shall be performed at a specified Government facility in the National Capitol Region unless otherwise stated or approved. OCSO facilities are located throughout Capitol Hill and the greater Washington DC area. For the purposes of this Task Order, the National Capitol Region expands upon the definition in 10 USC § 2674(f)(2) to include additional AOC and AOC-supporting facilities in Anne Arundle County, MD; Howard County MD; and Culpepper County VA. Exact locations will be provided to the awarded contractor. Sites may change as the footprint for Capitol Hill changes.

11 TELEWORK

Telework may be permitted as directed by the COR.

12 OTHER DIRECT COSTS (ODC)

Other direct costs such as training, materials, etc. are not authorized under this requirement.

Training courses via the Federal Acquisition Institute Training Application System (FAITAS) may be authorized by the contracting officer on a case-by-case basis.

13 TRAVEL

Local travel will be needed in and around the National Capitol Region in order to deploy and service all necessary equipment. Support to alternate site deployments for exercises or real-world events is also authorized under this requirement. Costs for transportation, lodging, meals and incidental expenses incurred by the contractor in support of this requirement may be authorized and may be reimbursed. Travel must be authorized prior to travel if the government is expected to reimburse the contractor. Reimbursement for travel will be at the established per diem rates per the Federal Travel Regulations.

14 KEY PERSONNEL

The Government has identified the need for key personnel under this requirement. The Key Personnel for this Contract are:

• Program Manager

• EM Analyst

• EOC Manager

• IT Project Manager

• Lead RF/Radio Technician

The proposed personnel must exhibit critical soft skills including, but not limited to:

• Excellent active listening and verbal communication skills.

• Strong business writing ability.

• Flexible and adaptable attitude.

• Ability to conform to shifting priorities, demands, and timelines.

• Ability to elicit cooperation from a wide variety of stakeholders; and

• Ability to discuss technical issues with non-technical, executive-level government officials.

• This is NOT the Executive Branch where standards and best practices are promulgated from a hierarchal Cabinet level executive that reports to the nation’s President. The Legislative Branch is constitutionally it’s own branch of government and answers to the 535 members of Congress and Congressional bi-partisan committee. While there is no expectation that contracted staff will be engaging with Congressional members, there will be occasion that contracted staff may interact with Congressional staff and senior Legislative Branch executives. As such, contracted staff will need the ability to hold back urges and desires to “dictate, advise, or direct” based off of “industry best practices” or “in accordance with executive order xxx”.

Likewise while military, law enforcement, life safety profession expertise are certainly valued in the Architect of the Capitol (AOC), civility, consensus building and coalitions of trust are the cornerstone of any and all AOC endeavors when dealing with Capitol Hill stake holders. Maturity, patience, composure and decorum are vital in this high visibility program.

Other position-specific requirements are detailed below.

Program Manager:

• 10 year’s experience in positions of increasing authority in emergency management, military logistics, or federal contracting

• PMP or equivalent certification

• Familiarity or experience implementing IT improvements and solutions a plus

• Certified Emergency Manager (CEM) certification preferred

EM Liaison:

• Must possess certifications in IS-100, IS-200, and ICS-300 or be able to attain those certifications with 120 days of contract start.

EOC Manager:

• Must possess certifications in IS-2200 and ICS-191or be able to attain those certifications with 120 days of contract start.

• Familiarity with FEMA’s National Qualifications System EOC Skillsets

IT Project Manager

• Minimum of 3 years experience managing or overseeing the development or maintenance of a portfolio of IT systems

• Familiarity with Active Directory and account management best practices

• JAVA coding experience a plus.

Lead RF/Radio Technician

• Minimum of 6 years of experience in the administration, programming, asset management, spectrum management, operation/maintenance of a robust police/law enforcement/military Radio/RF/Satellite Communications/Mobile Telecommunications systems.

Any and ALL Key Personnel are subject to government resume review and approval. Pre-screening interview coordinated with company leadership or contract PM and Government COR preferred to ensure soft-skill suitability – considering supported client(s)’ – and technical expertise commensurate with boutique capabilities and systems unique to the Capitol Hill environment.

15 SUBSTITUTION OF PERSONNEL

Key personnel are critical to performance under this requirement. During the period of performance, key personnel shall only be replaced with people of comparable education and experience levels.

No changes in key personnel shall be made unless the contractor can demonstrate that adequate replacements, with similar or better qualifications, are available. The CO shall be notified in writing of any proposed substitutions or replacement at least 15 calendar days in advance of the proposed substitution. Such notification shall include:

• An explanation of the circumstances necessitating the replacement;

• A resume of the proposed substitute that outlines their education, and basic and specialized experience; and

• As requested by the CO or COR, any other information which will enable the CO or COR to judge whether or not the contractor is maintaining the same level of high-quality key personnel.

The Government will evaluate all key personnel, including substitutions. The CO will promptly notify the contractor of their approval or disapproval in writing. All disapprovals will require submission of another substitution to fill key positions within 15 calendar days from the date the contractor was notified.

Additionally, the contractor shall immediately replace any individual under this statement of work who fails to perform their duties adequately, is chronically absent/late, or conducts themselves in a manner that is inconsistent with AOC policies and practices or engages in practices that are disruptive to the working environment.

16 PERSONAL SERVICES

Personal services are not authorized under this requirement.

17 INVOICING

The contractor shall be required to submit payments via the Invoice Processing Platform (IPP).

The contractor shall refer to AOC52.232-1, Payment Request, of the contract for instructions.

18 SECURITY

All contractor employees shall submit an E-Verify form and a United States Capitol Police background check form (CP-491) prior to the performance of work. Contractor employees shall also complete a contractor badging request form. All members of the team working on site will be required to submit to wearing an identification badge at all times. On site work may be interrupted because of Congressional events or U. S. Capitol Police requirements. All work to be performed is subject to Government interruptions.

Please be advised, the AOC does not follow certain exceptions as described in the E-Verify federal contractor rule. Contractors are required to use E-Verify to verify that all employees working on AOC contracts are authorized to work in the United States.

19 SAFETY

The contractor shall comply with all AOC safety policies and shall require all employees to wear appropriate clothing apparel for the assigned tasks.

20 ENERGY EFFICIENCY / COMPLIANCE

There are no special energy efficiency requirements. The contractor shall minimize energy use while on Government site.

21 SUSTAINABILITY

This is not applicable to this requirement.

22 POINTS OF CONTACT

Contracting Officer (CO) LaVaysha Lewis lavaysha.lewis@aoc.gov

Contract Specialist (CS) Robin Dorsey Robin.dorsey@aoc.gov

Contracting Officer Representative (COR) Chad Peritore Deputy, Security and Emergency Management Office of the Chief Security Officer Fairchild Building, Suite 520 202.531.1998 chad.peritore@aoc.gov mailto:lavaysha.lewis@aoc.gov mailto:Robin.dorsey@aoc.gov