TE 13 JIT Hiring Activation SOW.pdf

2024 IHP Field Services Contract Technical Exhibit #13

TE 13 JIT Hiring Activation SOW 1 1/2/2024

Just-in-Time (JIT) Hiring Activation Example Statement of Work

(date)

1. Requirement: FEMA requires a Just-in-Time Hiring Activation in accordance with Sections

5.7 and 5.8 of the Performance Work Statement. The contractor shall provide a minimum output of XXX candidates for adjudication processing and subsequent activation to perform work on current active Task Orders1. These candidates shall be presented from the 10 day solicitation process to seek new assessors (and or DRC/DSA personnel to FEMA on a daily report. The contractor may be required to submit more than XXX fitness forms to ensure that XXX NEW candidates receive suitable adjudications. Submissions may exceed required minimum quota due to lack of approval, lack of participation after approval or other reasons to be outlined in your proposal.

1 PWS Section 5.8 JIT Hiring Plan requires newly onboarded assessors/staff to return completed damage assessments for consideration of cost reimbursement. This cost reimbursable condition will be waived for this task order only when the contractor is meeting performance requirements outlined in PRS requirements SSPA.2.H Production.

This task order is being executed to provide Contractors with additional personnel resource needs resulting from disaster declarations beginning (DATE) and forward. It is anticipated that viable candidates will be utilized as a damage assessor / reviewer or DRC / DSA personnel task orders. The execution of damage assessments and or DRC / DSA services will be conducted through separate Task Orders.

The contractor shall coordinate candidate travel the day before their arrival, with the FEMA POC, to the FEMA TX-NPSC, 3900 Karina Lane Denton, TX 76208, for the adjudication process. FEMA will provide an operational field adjudication/badging staging area at the FEMA Regional office located in FEMA TX-NPSC, 3900 Karina Lane Denton, TX for the adjudication process. This process will permit a daily contractor count of up to 75 adjudications, fingerprinting and badging to be completed.

The reporting requirements for the contractors upon task order award shall report daily the number of candidates obtained from the solicitation process. Then starting on day XX the contractor shall use the FEMA format to provide a daily count of:

a) Number of candidates arriving to complete adjudication background process

b) Daily number of candidates provided to receive badges

c) Daily number completing training

d) Daily number in the field completing damage assessments

The Mass Fitness Submission Spreadsheet may be used for mass submission of not less than 10 candidates and NO MORE than 50. This spreadsheet may take the place of the individual fitness form submissions for mass submissions only. The form must be password protected and each

TE 13 JIT Hiring Activation SOW 2 1/2/2024 submission must also include a DHS Form 11000-25 “Contractor Fitness/Security Screening Form” with Section I being completed in its entirety.

The Contractor shall maintain a plan which describes the following in narrative form:

a) Support personnel and their functions to accomplish onboarding assessors and other personnel,

b) Total number of Just-in-Time candidates to be hired by job function

2. Overview of Assessor Candidates Just-in-Time Adjudication Process:

• Contractor will confirm favorable background pre-screening and validation prior to any candidate traveling to the Badging center. This is required to expedite the fingerprinting and badging processes.

• Adjudication processing will be conducted at The Russell Newman Building, FEMA TX- NPSC, 3900 Karina Lane Denton, TX 76208 for the adjudication process.

• Contractor contacts assessor candidates to initiate the adjudication process

• Contractor shall transport/shuttle assessor candidates to the FEMA TX-NPSC, 3900

Karina Lane Denton, TX 76208 for the adjudication process. The transportation of assessor candidates will be performed in increments of a minimum of 10 at a time. The shuttle driver, or another occupant of the transport vehicle, must have a PIV badge to expedite access to the FEMA facility.

• Assessor candidates completes the contractors on boarding process to include background Pre-screening

• Signatures must be either signed by the applicant (wet) or may be submitted using electronic format such as Adobe, PDF certificates.

• Security Packet with three forms will be sent to candidates from the Contractor with instructions (OF-306: FCRA Authorization for Release: Non-Disclosure) The 4th will be an Attachment as Proof of Citizenship, if born abroad. Contractor will need to send a copy or picture of their passport, born abroad birth cert or naturalization certificate

• Contractor sends completed DHS Form 11000-25 “Contractor Fitness/Security Screening Request Form” to Elizabeth Lundy, Dawson Riggleman and Jacob Sheppard.

• The Mass Fitness submission spreadsheet containing 10-50 candidates must be submitted to Elizabeth Lundy, Dawson Riggleman and/or Jacob Sheppard and must be accompanied with the DHS Form 11000-25, Section 1.

o Upon FEMA review, the Mass Fitness submission spreadsheet and DHS Form 11000-25, Section 1 is forwarded to security by Elizabeth Lundy and/or Dawson Riggleman

• Elizabeth Lundy and Dawson Riggleman submits completed DHS 11000-25 and Mass Fitness submission spreadsheet to FEMA-OCSO-HIS-Compliance-Section (FEMA OCSO PSD Security for HIS)

• Cases are assigned for security processing to a personnel security specialist in the order in which the cases are received.

• Security Packet is sent to candidates with instructions

• Notification email regarding security process initiations is sent to the COR Elizabeth

Lundy and/or Dawson Riggleman and will be sent to the contractor.

TE 13 JIT Hiring Activation SOW 3 1/2/2024

• A reminder is also sent to the candidates and the COR is “Cc’d”, within a couple days of the candidates’ due date if the subject has failed to complete initial security process

• Individual EOD determinations are sent to Elizabeth Lundy who forward the EOD determinations to the contractor.

Performance Period: Upon award of the task order, estimated MM/DD/YYYY, the contractor shall begin to solicit and prescreen candidates, and prepare, submit, and receive approval of the initial batch of candidate processing documents in the first 10 days of award. The 20-day period remaining for the fingerprinting, badging, and training process will begin on MM/DD/YYYY.

Option increments will be exercised as determined by FEMA. It is anticipated that a 5-day notification will be provided when exercising an increment.

Funding Increment Operations Total Projected Funding Amount

Period of Performance

Initial Award 500 NEW Assessor Applicants

Contractor Proposed in Attachment 5.1

NTE 30 days

Increment 1 500 NEW Assessor Applicants

Contractor Proposed in Attachment 5.1

30 days

Place of Performance: Denton, TX