Statement of Work - Fire Response Advisor.pdf

Statement of Work- Fire Response Advisor

STATEMENT OF WORK

For Fire Response Advisor in Support of DR-4856-CA

1.0 General

1.1 Background

The Federal Emergency Management Agency (FEMA) is tasked with coordinating federal disaster response and recovery effort to support state and local governments during emergencies.

In the wake of the Southern California wildfires, FEMA plays a critical role in mitigating the devastating impacts on affected communities. These fires have resulted in loss of life and extensive damage to over 12,000 structures, necessitating immediate and effective coordination involving multiple jurisdictions within the State of California.

A major disaster declaration was issued on January 8, 2025, FEMA-4856-DR-CA, necessitating federal support in addressing fire suppression, emergency management, and recovery activities.

1.2 Scope

To ensure optimal response and recovery outcomes, FEMA Region 9 requires contractor support to ensure effective coordination and assistance across impacted jurisdictions in the State of California, as follows:

• County of Los Angeles

• County of Ventura

• City of Los Angeles

• City of Pasadena

• City of Altadena

The contractor shall have the expertise and knowledge to provide specialized assistance and advice essential to the federal response to the Southern California wildfires, including:

• Fire suppression, search and rescue (S&R), and related fire department activities.

• Emergency management, including debris removal, care and shelter, and community restoration.

• Coordination among federal, state, and local agencies to address challenges in response and recovery efforts.

The advisor’s guidance will directly support FEMA’s mission to protect lives, property, and resources.

1.3 Objective

To secure a consultant with extensive expertise in disaster response and recovery to assist FEMA in addressing the challenges associated with the Southern California wildfires. The consultant will provide strategic guidance and technical expertise to enhance response efficiency and recovery efforts.

1.4 Applicable Documents

The contractor shall comply with all applicable local, state, and federal codes and standards.

2.0 Specific Requirements/Tasks

The Contractor shall provide all materials, supplies, labor necessary to perform the scope in support the following tasks, to include but not limited to:

2.1 Task 1 – Advisement on Response Activities

a. Provide advisement on fire suppression, search and rescue (S&R), and related fire department activities.

b. Offer guidance on emergency management, including debris removal, care and shelter, and community restoration efforts.

c. Advising on Search & Rescue (S&R) requirements for locating human remains.

2.2 Task 2 – Coordination and Relationship Building

a. Facilitate coordination among federal, state, and local agencies to address challenges in response and recovery efforts.

b. Build and maintain relationships to facilitate FEMA activities with fire services.

c. Develop strategies for effective coordination with fire services and emergency management agencies.

d. Participate in interagency meetings to provide updates on FEMA programs and activities.

e. Participate in interagency meetings to ensure seamless integration of FEMA programs.

2.3 Task 3 – Reporting and Documentation

a. Weekly progress reports detailing activities, primary contacts of relationship development, findings, and recommendations. Reports/updates shall be provided to the FEMA Region 9 Administrator and designated staff.

a. A final comprehensive report summarizing activities, outcomes, and recommendations for future improvements. Report shall be provided within 30 days from the receipt of the contract, unless an extension is authorized by the FEMA Region 9 Administrator.

b. Contractor shall perform a project closeout meeting to include identifying the points of contacts, status of action items, unmet needs, and any upcoming meetings with the Regional Administrator or his/her representative to transfer any pertinent data relative to Tasks 1 and 2 of the SOW.

3.0 Contractor Personnel

3.1 Qualified Personnel

The Contractor shall provide qualified personnel to perform all requirement specified in this

SOW.

3.2 Key Personnel

Before replacing any individual designated as Key by the Government, the Contractor shall notify the Contracting Officer no less than 15 business days in advance, submit written justification for replacement, and provide the name and qualifications of any proposed substitute(s). All proposed substitutes shall possess qualifications equal to or superior to those of the Key person being replaced, unless otherwise approved by the Contracting Officer. The Contractor shall not replace Key Contractor personnel without approval from the Contracting Officer. The following Contractor personnel are designated as Key for this requirement. Note:

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

[Fire Response Advisor] – 10 or more years’ experience in the emergency management/incident response field with mixed urban and wildland interface, including briefing and advising senior leadership on critical topics such as:

- Fire suppression, search and rescue operations, and related fire department activities.

- Experience facilitating federal, state, and local coordination during disaster response and recovery efforts.

- Emergency management services, including debris removal, care and shelter operations, and community restoration.

3.2.1 Contractor Key Personnel shall not be assigned by the Contractor to more than one key position for this requirement.

3.3 Employee Identification

3.3.1 Contractor employees visiting government facilities shall wear an identification badge that, at a minimum, displays the Contractor name, the employee’s photo, name, clearance-level and badge expiration.

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

3.3.3 Contract employees working on-site at government facilities shall wear a government issues identification badge. All Contractor employees shall identify themselves as contractors when their status is not readily apparent (in meetings, when answering government telephones, in e-mail messages, etc.) and display the government issued badge in plain view above the waist at all times.

3.4 Employee Conduct

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

3.5 Removing Employees for Misconduct or Security Reasons

The Government may, at its sole discretion (via the Contracting Officer’s Representative), 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 SOW. Contractor employees shall safeguard this information against unauthorized disclosure or dissemination.

4.2 Period of Performance

The period of performance for this contract is a 30-day base period with two 30-day option periods, for a total of 90 days, if all options are exercised.

The anticipated period of performance is as follows:

Base Period: Effective for 30 days upon contract award; TBD; Estimated start date is January 17, 2025.

Option Period One: TBD

Option Period Two: TBD

4.3 Place of Performance

The primary place of performance will be at disaster duty stations as well as jurisdictional offices and other sites within the affected areas in California as directed by the FEMA Region 9 Administrator. Work may also be performed on-site at FEMA Region 9 offices or remotely as necessary.

4.4 Hours of Operation

Contractor shall generally perform all work between the hours of 6:00 am PT and 9:00 pm PT, Monday through Sunday, including federal holidays. Contractor shall expect to be on-call 24 hours a day / seven days per week during the period of performance to fulfill requirements under this SOW. Contractor shall report any interruption in work progress to the Project Officer.

4.5 Travel

Contractor travel may be required to support this requirement. All travel required by the Government outside the local commuting area(s) will be reimbursed to the Contractor in accordance with the Federal Travel Regulations. The Contractor shall be responsible for obtaining Contracting Officer 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, to be determined upon award or via teleconference.

4.7 Protection of Information

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

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

5.0 Government Furnished Resources

The Government will provide the workspace, equipment, documentation, reference materials, and supplies necessary to perform the on-site portion of Contractor services required in this contract, unless specifically stated otherwise in this work statement.

All information provided is for official use only and must not be copied or removed from the premises unless explicitly directed.

6.0 Contractor Furnished Resources

The Contractor shall furnish all facilities, materials, equipment and services necessary to fulfill the requirements of this contract, except for the Government Furnished Resources specified in SOW

2.0 and SOW 5.0.

7.0 Government Acceptance Period

7.1 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.

7.2 The COR will have the right to reject or require correction of any deficiencies found in the deliverables that are contrary to the information contained in the Contractor’s accepted proposal/quote.

7.3 In the event the of a rejected deliverable, the Contractor will be notified in writing by the

COR of the specific reasons for rejection. The Contractor may have an opportunity to correct the rejected deliverable and return it per delivery instructions.

8.0 Deliverables and Delivery Schedule

ITEM SOW

REFERENCE

DELIVERABLE/EVENT DUE BY DISTRIBUTION

1 2.3 Initial assessment report 5 days of contract award

FEMA Region 9 Administrator and designated staff

2 2.3 Weekly progress reports Weekly FEMA Region 9 Administrator and designated staff

3 2.3 Final comprehensive report

30 days after contract award

FEMA Region 9 Administrator and designated staff

4 2.3 Project Closeout Meeting 30 days after contract award

FEMA Region 9 Administrator and designated staff

5 4.6 Post Award Conference Within 5 business

FEMA Region 9 Administrator and designated staff days of award

9.0 Security Language

All personnel require access to unclassified information only. Contractor must ensure contractor employees receive a favorably background investigation 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.

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 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 National Background Investigation Services (NBIS) e-Application (eAPP) online system and instructions for submitting the necessary information:

Standard Form 85P, “Questionnaire for Public Trust Positions” Optional Form 306, “Declaration for Federal Employment” SF 87, “Fingerprint Card” (2 copies) DHS Form 11000-6, “Non-Disclosure Agreement” DHS Form 11000-9, “Disclosure and Authorization Pertaining to Consumer Reports Pursuant to the Fair Credit Reporting Act” FEMA PSD will only accept complete packages consisting of all of the above document and Standard Form 85P, which must be completed electronically through the National Background Investigation

Services (NBIS) e-Application (eAPP) online system. The Contractor is responsible for ensuring that all contractor personnel timely and properly submit all required background information.

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

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

Continued Eligibility and Reinvestigation:

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

Exclusion by Contracting Officer:

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

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 OPSEC Awareness for Military Members, DOD Employees and Contractors (usalearning.gov)

Send the certificate of completion to the FEMA Contracting Officer Representative no later than 30 calendar days after awarded contract. New employees entering the contract must receive the briefing within ten (10) business days of joining the contract.

Insider Threat Training:

Insider Threat training for Contractors can be found at: Insider Threat Awareness (usalearning.gov)

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

Facility Access:

The Contractor shall comply with FEMA Directive 121-1 “FEMA Personal Identity Verification Guidance,” FEMA Directive 121-3 “Facility Access,” and FEMA Manual 121-3-1 “FEMA Credentialing Access Manual,” to arrange for contractor personnel’s access to FEMA facilities, which includes, but is not limited to, arrangements to obtain any necessary identity badges for contractor personnel.

Contractor personnel working within any FEMA facility who do not require access to DHS or FEMA IT systems and do not qualify for a PIV Card may be issued a Facility Access Card (FAC). FACs cannot exceed 180 days; all contractors requiring access greater than 180 days will need to qualify for and receive a PIV card before being allowed facility access beyond 180 days.

Contractor personnel shall not receive a FAC until they have submitted a SF 87, “Fingerprint Card,” and an OF306, Declaration for Federal Employment, and receive approval from FEMA PSD.

Contractor personnel using a FAC for access to FEMA facilities must be escorted in Critical Infrastructure areas (i.e., server rooms, weapons rooms, mechanical rooms, etc.) at all times.

FEMA may deny facility access to any contractor personnel whom FEMA’s Office of the Chief Security Officer has determined to be a potential security threat.

Separation of Contract:

https://securityawareness.usalearning.gov/opsec/index.htm https://securityawareness.usalearning.gov/opsec/index.htm https://securityawareness.usalearning.gov/itawareness/index.htm

The Contractor shall notify the FEMA COR of all terminations/resignations within five calendar days of occurrence. The Contractor must account for all forms of Government-provided identification issued to contractor employees under a contract (i.e., the PIV cards or other similar badges) must return such identification to FEMA as soon as any of the following occurs:

• When no longer needed for contract performance.

• Upon completion of a contractor employee’s employment.

• Upon contract completion or termination.

If an identification card or building pass is not available to be returned, the Contractor shall submit a report to the FEMA COR, referencing the pass or card number, name of the individual to whom it was issued, and the last known location and disposition of the pass or card.

The Contractor or contractor personnel’s failure to return all DHS- or FEMA-issued identification cards and building passes upon expiration, upon the contractor personnel’s removal from the contract, or upon demand by DHS or FEMA may subject the contractor personnel and the Contractor to civil and criminal liability.