NFRMP_Combined_Synopsis_Solicitation_Amendment_2.pdf

Amendment 2

Solicitation Number: W912HQ-16-T-0007 – Request for Quotation This is a combined synopsis/solicitation for commercial items prepared in accordance with the format FAR Subpart 12.6 -- Streamlined Procedures for Evaluation and Solicitation for Commercial Items, as supplemented with additional information included in this notice. This announcement constitutes the only solicitation. Quotes are being requested and a written solicitation will not be issued. This solicitation document and incorporated provisions and clauses are those in effect through Federal Acquisition Circular 2015-86 Effective 01 Jan 2016.

The requirement is set aside 100% for small businesses and the associated NAICS code is 541611 for Administrative Management and General Management Consulting Services. The size standard for this NAICS code is $15,000,000.

Description: This requirement is for the contractor to provide preparation for meeting design, facilitation of meetings and workshops in support of the National Flood Risk Management program objectives to include activities to coordinate across the agency internally, as well as in support of external interagency coordination. The performance work statement covers the planning and facilitation of meetings and workshops needed to support programs and policies related to effective flood risk management and complete the USACE commitments to internal priorities as well as interagency initiatives.

Date, Time, and Place Offers are Due: The closing date for the delivery of a response to this combined synopsis/solicitation is on or before 1:00 p.m. Eastern Daylight Time (EST), on Wednesday, 03 February 2016. (updated to Tuesday, 16 February 2016 at 1:00 p.m. (EST) All questions regarding combined synopsis/solicitation W912HQ-16-T-0007 must be received in writing at the e-mail address listed below no later than 1:00 pm Eastern Standard Time (EST) on Monday, 25 January 2016 in order to allow the Government time to review and respond accordingly. Questions received after 1 pm EST on 25 January 2016 are not guaranteed to be answered prior to the solicitation closing date. Quotes should be e-mailed or mailed to the Point of Contact shown below by the closing date and time. It is the contractor’s responsibility to ensure the electronic quote is acknowledged by the Government. If Quotes are mailed, an electronic version of the quote (i.e. CD, DVD, etc.) should accompany the paper copy.

Point of Contact (POC): Eric Thor, Contract Specialist Address: US Army Humphreys Engineer Center Support Activity

CECT-HC

7701 Telegraph Road Alexandria, VA 22315-3860 Phone: 703-428-6234 E-mail: eric.p.thor@usace.army.mil

Period and Place of Performance:

The base period of performance will be from award date through one year after the date of award. The two option year periods of performance will each be for an additional year. The services associated with the Performance Work Statement (PWS) will be performed at the contractor’s facilities.

Section SF 1449 - CONTINUATION SHEET

AMOUNT

LABOR NATIONAL FLOOD RISK MANAGEMENT

FFP

Support and Services in accordance with the attached PWS entitled "National Flood Risk Management Program Support"

MILSTRIP: W26HM451828710

PURCHASE REQUEST NUMBER: W26HM451828710

NET AMT

MATERIALS

In accordance with the Performance Work Statement

ITEM NO SUPPLIES/SERVICES QUANTITY UNIT UNIT PRICE

0001 1 Job

0002 1 Job

TRAVEL

Travel will be In accordance with FAR 31.205-46, travel costs, if applicable, shall be reimbursed at rates not to exceed the maximum locality per diem rates (the combination of lodging, meals and incidentals) in effect at the time of travel, as set forth in the Federal Travel Regulations, Joint Travel Regulation and Standard Regulations, Section 925, as applicable. All air travel must be booked on American-flagged carriers, unless otherwise directed by the Contracting Officer.

The appropriate Government Official, Quality Assurance Personnel or Contracting Officer shall approve travel. All invoices for travel shall be accompanied by supporting receipts.

NTE $24,000

ITEM NO SUPPLIES/SERVICES QUANTITY UNIT UNIT PRICE AMOUNT

0004 1 Job OPTION Optional Task - Support Policy Development

FFP

Support USACE Federal Flood Risk Management Standard (FFRMS) Policy Development

0003 1 Job

1001 1 Job OPTION Option Year 1 - LABOR NFRMP

FFP

OPTION MATERIALS

1002 1 Job

1003 1 Job

OPTION TRAVEL

FFP

Travel will be In accordance with FAR 31.205-46, travel costs, if applicable, shall be reimbursed at rates not to exceed the maximum locality per diem rates (the combination of lodging, meals and incidentals) in effect at the time of travel, as set forth in the Federal Travel Regulations, Joint Travel Regulation and Standard Regulations, Section 925, as applicable. All air travel must be booked on American-flagged carriers, unless otherwise directed by the Contracting Officer.

The appropriate Government Official, Quality Assurance Personnel or Contracting

1004 1 Job OPTION Optional Task - Support Policy Development

FFP

2001 1 Job OPTION Option Year 2 - LABOR NRFMP

FFP

OPTION MATERIALS

2002 1 Job

2003 1 Job

OPTION TRAVEL

FFP

Travel will be In accordance with FAR 31.205-46, travel costs, if applicable, shall be reimbursed at rates not to exceed the maximum locality per diem rates (the combination of lodging, meals and incidentals) in effect at the time of travel, as set forth in the Federal Travel Regulations, Joint Travel Regulation and Standard Regulations, Section 925, as applicable. All air travel must be booked on American-flagged carriers, unless otherwise directed by the Contracting Officer.

The appropriate Government Official, Quality Assurance Personnel or Contracting

2004 1 Job OPTION Optional Task - Support Policy Development

FFP

PERFORMANCE WORK STATEMENT

Support U.S. Army Corps of Engineers, Institute for

Water Resources

Background The U.S. Army Corps of Engineers (USACE) Flood Risk Management Program (FRMP) works across the agency to focus the policies, programs and expertise of USACE toward reducing overall flood risk. This includes the appropriate use and resiliency of structures such as levees and floodwalls, as well as promoting alternatives when other approaches (e.g., land acquisition, flood proofing, etc.) reduce the risk of loss of life, reduce long-term economic damages to the public and private sector, and improve the natural environment. In addition to working across the agency, the FRMP strives to facilitate dialogue at all levels of government and with other key interests to develop a national vision for flood risk management.

Scope The work under this contract is to provide preparation for meeting design, facilitation of meetings and workshops in support of the National Flood Risk Management program objectives to include activities to coordinate across the agency internally, as well as in support of external interagency coordination. This performance work statement covers the planning and facilitation of meetings and workshops needed to support programs and policies related to effective flood risk management and complete the USACE commitments to internal priorities as well as interagency initiatives.

Period of Performance The period of performance shall be for one (1) Base period of 12 months and two (2) 12-month option periods.

Quality Assurance The government shall evaluate the contractor’s performance under this contract in accordance with the Quality Assurance Surveillance Plan. This plan is primarily focused on what the Government must do to ensure that the contractor has performed in accordance with the performance standards. It defines how the performance standards will be applied, the frequency of surveillance, and the minimum acceptable defect rate(s).

Recognized Holidays New Year’s Day Labor Day Martin Luther King Jr.’s Birthday Columbus Day President’s Day Veteran’s Day Memorial Day Thanksgiving Day Independence Day Christmas Day

Type of Contract The Government will award a Firm-Fixed Price (FFP), Single Award Contract.

Description of Work The awardee shall provide meeting planning, facilitation, and documentation services to ensure productive and useful meetings, which successfully engage USACE senior leaders, our federal and State partners, and other non-government partners to achieve our flood risk management program objectives. The support for these meetings includes, but is not limited to organizing planning calls, setting agendas, managing registration of the attendees, meeting documentation, preparing summary reports of events, and preparing documentation in support of priority mission activities. The overall objective of this contract is improvement of national flood risk management policy and practice through the improved integration of Federal Emergency Management Agency (FEMA), USACE, and other Federal agency flood risk-related programs and authorities. It is highly desirable to have a facilitator who is familiar with flood risk management, FEMA and USACE programs and terminology.

Technical Criteria The chosen contractor must have demonstrated experience facilitating meetings on the subject of flood risk management policy and initiatives, and facilitating high level meetings with General Officers, political appointees and diverse executive level representatives from Federal, State and public agencies on national flood risk management issues.

Base Year and Option Year Task

1. Support the Federal Interagency Floodplain Management Task Force The Federal Interagency Floodplain Management Task Force (FIFM-TF) is an interagency task force made up of senior executive leaders from many federal agencies. The Task Force was authorized and established by Congress in 1975 to carry out the responsibility of the President to prepare for the Congress proposals necessary for a Unified National Program for Floodplain Management. The Task Force is co-chaired by the Assistant Secretary of the Army for Civil Works and the Director of the FEMA and includes executive leaders from Department of Transportation (DOT), the Council for Environmental Quality (CEQ), the Tennessee Valley Authority (TVA), Department of Commerce (DOC), Department of Defense (DOD), Department of Energy (DOE), Department of Homeland Security (DHS), Department of the Interior (DOI), the Environmental Protection Agency (EPA), and the General Services Administration (GSA).

Design and Facilitate Meetings The USACE Flood Risk Management Program has an ongoing need for meeting design and facilitation to solicit input from internal and external stakeholders, build partnerships and enhance collaboration in developing a shared responsibility for the nation’s flood risk. Meeting design and facilitation services are being sought for standing meetings of the FIFM-TF, and for several additional meetings yet to be determined. Tasks for all meetings (including web-based meetings) include:

In person or by phone work with USACE staff (and others to-be-determined) to develop agenda and discuss overall goals and objectives for each meeting, as well as outline the appropriate structure and session for each meeting

Record action items from each planning session Send out logistical information and electronic copies of meeting materials to participants Prepare, reproduce and deliver meeting folders to meeting Design and print table tents for participants as appropriate Take meeting notes, highlighting key decisions and actions Revise meeting notes based on feedback from meeting lead/participants

Assumptions:

USACE will convene up to ten ½ day meetings in the Washington, D.C. area USACE will convent up to three 1 day meetings USACE will provide meeting space, AV, telephone lines and meeting supplies for all meetings All webinar meeting services would be hosted using government web meeting services and hosted from the DC area

Deliverables:

Final meeting agendas Electronic and hard copy meeting packets with agenda, briefings, logistical information and “read-ahead” (one week ahead) as required Draft (within one week) and final meeting summaries (within one week of comments)

Support Regular Meetings and Activities of the FIFM‐TF Provide professional meeting planning, facilitation, note taking and product development services for four quarterly half-day meetings of the Federal Interagency Floodplain Management Task Force (FIFM-TF), and 24 half-day Task Force Working Group (FIFM-TF WG).

Facilitation requirements to support this senior executive level interagency task force should include one expert facilitator with experience facilitating senior executive level agency groups.

Support for the FIFM-TF under this task also includes the following:

Facilitate TF and WG meetings Support development of FIFM-TF and work group products, which can include, but are not limited to:

Strawman and template documents for WG use Revision of work plan Up to 3 briefings/presentations, analysis of input and display of data, analysis of necessary information and data related to federal programs and activities Management and tracking of the Task Force work plan actions and activities

Develop and compile deliberative products in support of FIFM-TF meetings, including but not limited to templates, briefings, analysis, synthesis, flow charts, spreadsheets, briefing papers, complication and anlaysis of agency input, and display of information

All FIFM-TF meetings will be in D.C. metro area, but may require some travel out of the DC area for meeting planning purposes (travel would be required for the expert facilitator and one note taker on no more than five occasions for a duration of no longer than eight hours total travel time)

The government will provide all meeting space, AV, telephone lines for meetings

Deliverables:

Final meeting agendas Electronic and hard copy meeting packets with agenda, briefings, logistical information and “read-ahead” (one week ahead) as required Draft (within one week) and final meeting summaries (within one week of comments) Draft technical reports and products (up to 4) each not to exceed 80 pages Twenty analytical/synthesis/briefing materials no longer than 10 pages each

The Mitigation Framework Leadership Group is a national coordinating structure focused on integrating federal efforts to deliver mitigation core capabilities identified in the National Mitigation Framework. The MitFLG is comprised of members from DOC, DOD, DOE, EPA, GSA, Department of Health and Human Services (HHS), DHS, Department of Housing and Urban Development (HUD), DOI, Department of Justice, Small Business Administration, and Department of Transportation; FEMA chairs the MitFLG. The MitFLG requests the assistance of FIFM-TF when floodplain management issues are a part of the MitFLG’s activities. In these cases, FIFM-TF lends its expertise on floodplain related policies and tasks to the MitFLG. In these cases where the MitFLG requests FIFM-TF support, the FIFM-TF requires meeting facilitation support to deliberate and develop products on the behalf of the MitFLG. Support for the FIFM-TF meetings (meetings to be held to provide services and products to the MitFLG) under this task includes the following:

Develop, update and track existing milestones and calendar Facilitate WG meetings including but not limited to comment adjudication sessions and planning sessions Provide meeting summaries and list of action items following meetings Collate and review comments received on an interagency guidance document Prepare documentation of meeting outcomes, decisions, and comment adjudication/Incorporate comments received into a draft guidance document Develop technical papers and documents (up to six) to be issued for public release Provide meeting design and support, agenda development, and notes following WG meetings

Assumptions:

All meetings will be in D.C. metro area, but may require some travel out of the DC area for meeting planning purposes

The government will provide all meeting space, AV, telephone lines for meetings Data and information necessary to complete the activities under this portion of the task will be provided to the consultant

Deliverables:

Updated calendars (quarterly) about two pages in length Final meeting agendas Electronic and hard copy meeting packets with agenda, briefings, logistical information and “read-ahead” (one week ahead) as required Draft (within one week) and final meeting summaries (within one week of comments) Collated comment matrix with adjudication notes (up to 800 comments) Draft products summarizing comment adjudication Up to ten 3 to 5 page documents to be prepared for public release Revised interagency guidance document (three daft versions and one final)

2. Support USACE Policy Development Teams and Policy Revisions The USACE Flood Risk Management Program has a continuing need for the development and revision of policies and procedures related to Flood Risk Management and facilitation and meeting support for USACE Project Delivery Teams (PDT) responsible for the development and/or revision of policies and procedures related to USACE Flood Risk Management programs.

Specific tasks are described below. The support for these activities includes but is not limited to organizing planning calls, setting agenda, meeting documentation, and preparing summary reports of events. This task is intended to support one USACE policy development PDT of between 10-15 team members during the contract performance period.

Facilitate Meetings for USACE Policy Development PDT Provide an experienced, neutral facilitation team to help support the deliberations of a policy development/revision PDT to come to final decisions regarding policy development and revisions, including solicitation and consideration of comments internal to the USACE and from external parties. It is anticipated that the following tasks will be needed in support of selected

PDT:

Work to design and support routine meetings of the PDT Facilitate and document conference calls/meetings to assess progress on key actions Create and maintain overall team calendar Develop draft and final meeting materials and deliberative analytical read-ahead materials Develop and reproduce meeting packets for up to a 15-person PDT Develop draft agendas for meetings. Upon receipt of comments revise and finalize key meeting materials and agenda. Provide agenda and any read-ahead material at minimum 24 hours in advance of scheduled meeting.

Assist in the development of key deliberative products as necessary for PDT to reach decisions including: assisting with language content development/revision of policy documents, compiling areas of synergy and conflict, detailing options of resolution for key policy questions, timelines, flow charts, explanatory graphics, technical writing, editing and proofing services etc.

Facilitate meetings, bringing the PDT to consensus on key items, assist group in elevating necessary decisions for which consensus cannot be achieved, including facilitating decisions related to the analysis and response to public comments

Provide an experienced note taker at each of the PDT meetings with a background USACE flood risk management policies. This note taker will record action items and due outs, describe and summarize important dialogue/discussions, capture key questions and sub-questions and highlight areas of agreement or tentative agreement

Provide a draft meeting summary (including action items) within one week of the meeting, incorporate comments to the meeting summary by the participants; revise the summary and provide a final version within two weeks of the meeting

Provide location where documents can be accessed by team members for prior and up-to-date information.

Provide document preparation and rollout support

Assumptions:

PDT will hold up to six, three-day meetings of the PDT in the Washington, D.C. area and up to two meetings outside the Washington D.C. area

Each PDT will hold up to three ½ day conference calls or webinars USACE will provide meeting space, AV, toll-free conference line Policy documents updated / developed would generally not exceed 100 pages

Deliverables:

Team milestones and calendars Final meeting agendas Electronic and hard copy meeting packets with agenda, briefings, logistical information and “read-ahead” (one week ahead) as required Draft (within one week) and final meeting summaries (within one week of comments) Revised guidance document (three daft versions and one final)

Up to ten 3 to 5 page documents/powerpoints/fact sheets to be prepared for document rollout

As part of the policy development/revision process it is anticipated that one round of comments will need to be solicited, compiled, analyzed and summarized in the development of the final policy documents. Revision comments may be solicited from internal USACE sources such as Divisions, Districts, and key communities of practice or external partners and analyzed and incorporated prior to the development of the final version of policy documents by the policy PDT. Key activities for this effort will include:

Compilation and organization of comments from internal and external sources Read each comment and code comments into a comment management system Sort comments across a variety of fields based on customer demand (e.g., geography, affiliation, participation in webinar, District/Division, profession, date), etc. These pre-set categories or indexing will assist with an analysis of the information and assist USACE in developing any necessary responses to comments

Conduct a qualitative analysis of comments received and sort into common thematic groupings based on customer desire. Common groupings include: technical/engineering issues, legal and policy questions, implementation issues/challenges, unanticipated / unintended impacts, etc.

Write a detailed comments report articulated the topics and issues received by stakeholders, including any themes related to demography and geography. This is anticipated to have both a quantitative and qualitative component, but no statistical analysis

Assist the policy PDT in drafting responses to comments to ensure clarity and completeness of response. The contractor shall not make recommendations on USACE policy, but provide data compilation and analysis, drafting, proofing/editing services

Conduct up to four 2 hour webinars to for internal and external partners to explain and answer questions regarding policy revisions

Internal comments will be solicited in such a fashion that they are organized by District and/or Division or external partner reducing the need to de-conflict comments

External comments shall not exceed 200 separate solicitations or 500 pages

Deliverables:

Comment solicitation templates and supporting materials, invitation letters, etc. (as needed)

Draft and final Comments Analysis for the policy document Draft and final Response to Comments for the policy document

3. Support Planning, Facilitation and Execution of Annual Workshop The USACE Flood Risk Management Program has a need for professional meeting planning, facilitation, note taking and product development services for an annual workshop in support of both the Flood Risk Management Program and the Silver Jackets Program. The Silver Jackets program brings together multiple state, federal, and sometimes tribal and local agencies to develop shared solutions to reduce risk. Silver Jackets programs are developed at the state level.

Work under this task is to support the Silver Jackets Program annual workshop meeting that brings together state, federal and local partners.

Support Flood Risk Management/Silver Jackets Workshop Meeting Provide professional meeting planning, facilitation, note taking services for additional working meetings related to the annual flood risk management workshop. Facilitators should be well-versed in USACE programs and flood risk management collaborative efforts, technical and policy topics related to flood risk management and recent trends, issues and topics. Up to two facilitators will be needed throughout the planning process. Provide logistical support to execute a four-day workshop meeting for up to 130 attendees in support of the Flood Risk Management and Silver Jackets program. Up to two facilitators will be needed to execute the meeting, in addition to at least two note takers. Tasks can include:

In person or by phone work with USACE staff (and others to-be-determined) to develop agenda and discuss overall goals and objectives for each meeting, as well as outline the appropriate structure and session for each meeting

Facilitate planning calls (two hours in length) up to twice a month over at least a year long period

Facilitate up to four ½ day advisory group calls to inform meeting design Provide facilitation and meeting design expertise to inform development of a four-day meeting agenda to achieve specific outcomes Record action items from each planning session Send out logistical information and electronic copies of meeting materials to participants Take meeting notes, highlighting key decisions and actions Revise meeting notes based on feedback from meeting lead/participants Facilitate plenary sessions on topics selecting during planning Facilitate small group breakout sessions in an effort to achieve pre-identified outcomes through conversations Provide up to two additional staff support members to take detailed notes, to set up rooms and prepare materials, to facilitate or to help with general overview of workshop execution Print and prepare all handout and support materials for the meeting Provide registration support as requested Assist with hot-wash discussions following the meeting to prepare an after action report and meeting summary that will inform planning for any future workshop meetings

All webinar meeting services would be hosted using government webmeeting services and hosted from the DC area

Contractor shall provide agenda and read-ahead documents at least 24 hours in advance, meeting notes and action items within one week; contractor shall provide location where all documentation can be readily accessed by planning team members USACE will be responsible for securing a meeting space, providing slides, AV, telephone lines, and materials for the meeting such as paper, staples, pens, pencils, tape, printer, etc

USACE will require a team of at least two facilitators and two note takers to support meeting execution

Some travel will be required outside of Washington, D.C. to facilitate the meeting on-site; however, most planning calls prior to the workshop will be conducted by webinar or in the Washington, D.C area

Final meeting agendas (one week ahead) as required Summary of action items provided electronically after planning calls (within two days) Electronic and hard copy meeting packets with agenda, briefings, logistical information and “read-ahead” (one week ahead) as required Draft (within one week) and final meeting summaries (within one week of comments)Successful execution of meeting Notes from the meeting to be provided to the government within one month of the event conclusion A draft after action report will be provided to the government within one month of the event conclusion

The USACE Flood Risk Management Program (FRMP) has continuing need for the development of outreach and communication materials in order to effectively achieve the following activities:

Provide current and accurate flood risk information to the public and decision makers, Identify and assess flood risks posed by aging flood damage reduction infrastructure, Improve public awareness and comprehension of flood hazards and risk, Integrate flood damage and flood hazard reduction programs across local, state, and Federal agencies, and Improve capabilities to collaboratively deliver and sustain flood damage reduction and flood hazard mitigation services to the nation, and to increase flood resiliency.

Develop Communication and Outreach Material Contractor assistance is needed to:

Assist in documenting Silver Jackets teams’ accomplishment of measurable benefits to convey in compelling layman’s terms concrete achievements and outcomes directly attributable to a completed project impact in reducing/managing flood risk, reducing future expenditures, and prompting action.

Provide editing assistance for up to 6 projects; conduct telephone interviews with USACE project lead and draft summaries (typically 2-3 pages) for up to 24 projects in the base year.

Work with the government to develop information sheets and outreach materials including developing information packets, background information and PowerPoint presentations.

Audiences for this material includes Congress, local and state governments, other federal agencies and other stakeholders

Work with the government to develop short (5-10 page) white papers, reports, and issue papers on topics of interest to the USACE Flood Risk Management Program

Review FRMP website upon request 4 times per year to identify new issues within the national flood risk management realm that warrant reflecting in the website and to provide supporting text for refreshing website.

Research and analysis for development of papers, reports, and information sheets, power points will be limited to collection, analysis, compilation from existing available data sources and products.

Information is collected through personal interviews, correspondence, review of existing related technical documents, searches of web content and other methods.

Deliverables during base year if awarded as option in May 2016:

Up to twelve (9) summaries of measurable benefits (1-2 pages each) in the base year.

Up to four (3) Fact sheets (2-3 pages each) Up to four (3) PowerPoint briefings

Up to four (3) white papers, reports, or issues papers

Deliverables during Option Years:

Up to twelve (12) summaries of measurable benefits (1-2 pages each) in the base year.

Up to four (4) Fact sheets (2-3 pages each) Up to four (4) PowerPoint briefings

Up to four (4) white papers, reports, or issues papers

5. Flood Risk Management Programmatic Meeting and Facilitation Support Professional meeting planning, facilitation, note taking services for additional working meetings related to flood risk management policy, technical and partnership topics. These meetings will range in size from 10-40 people and may include USACE staff and leadership as well as state, local and tribal governments, the private and non-profit sectors. Facilitators should be well-versed in USACE programs and flood risk management collaborative efforts, technical and policy topics related to flood risk management and recent trends, issues and topics.

Meetings in Support of Flood Risk Management Topics Tasks for all meetings (including web-based meetings) include:

In person or by phone work with USACE staff (and others to-be-determined) to develop agenda and discuss overall goals and objectives for each meeting, as well as outline the appropriate structure and session for each meeting Record action items from each planning session Send out logistical information and electronic copies of meeting materials to participants Design and print table tents for participants Take meeting notes, highlighting key decisions and actions Revise meeting notes based on feedback from meeting lead/participants

The USACE Flood Risk Management Program anticipates the need for the following:

Three (3) 3-day meetings Four (4) 1-day meetings Four (4) Webinar meetings up to 3 hours in length Three (3) ½ day meetings

USACE will be provide meeting space, AV, telephone lines and meeting supplies for all meetings

Up to 2 of the 3-day meetings could be held outside of the DC area and will have a travel day on either side of the meeting

Up to 2 of the 1 day meetings could be held outside of the DC area and will have a travel day on either side of the meeting

All webinar meeting services would be hosted using government web meeting services and hosted from the DC area

Action item summary Meeting notes

The USACE Flood Risk Management Program has a continuing need for the development and revision of policies and procedures related to Flood Risk Management and facilitation and meeting support for USACE Project Delivery Teams (PDT) responsible for the development and/or revision of policies and procedures related to implementation of EO 11988, EO 13690, the Federal Flood Risk Management Standard (FFRMS), and the EO 11988 Implementing Guidelines. Specific tasks are described below. The support for these activities includes but is not limited to organizing planning calls, setting agenda, meeting documentation, and preparing summary reports of events. This task is intended to support one USACE policy development PDT of between 10-15 team members during the contract performance period.

Facilitate Meetings of the USACE FFRMS Policy Development PDT Provide an experienced, neutral facilitation team to help support the deliberations of a policy development/revision PDT to come to final decisions regarding policy development and revisions, including solicitation and consideration of comments internal to the USACE and from external parties. It is anticipated that the following tasks will be needed in support of the PDT:

Work to design and support routine meetings including developing agendas, meeting notes, post-meeting action summaries. etc

Facilitate and document conference calls/meetings to assess progress on key actions Create and maintain overall team calendar Develop draft and final meeting materials and deliberative analytical read-ahead materials Develop and reproduce meeting packets for up to a 15-person PDT Assist in the development of key deliberative products as necessary for PDT to reach decisions including: assisting with language content development/revision of policy documents, compiling areas of synergy and conflict, detailing options of resolution for key policy questions, timelines, flow charts, explanatory graphics, technical writing, editing and proofing services etc.

Facilitate meetings, bringing the PDT to consensus on key items, assist group in elevating necessary decisions for which consensus cannot be achieved, including facilitating decisions related to the analysis and response to public comments

Provide an experienced note taker at each of the PDT meetings with a background USACE flood risk management policies. Note taker will record action items and due outs, describe and summarize important dialogue/discussions, capture key questions and sub-questions and highlight areas of agreement or tentative agreement

Provide a draft meeting summary (including action items) within one week of the meeting, incorporate comments to the meeting summary by the participants; revise the summary and provide a final version within two weeks of the meeting

PDT will hold up to thirty-five ½ day meetings in the Washington, D.C. area PDT will hold up to ten 1 day meetings USACE will provide meeting space, AV, toll-free conference line Policy document updated / developed would generally not exceed 80 pages

Team milestones and calendars Final meeting agendas Electronic and hard copy meeting packets with agenda, briefings, logistical information and “read-ahead” (one week ahead) as required Draft (within one week) and final meeting summaries (within one week of comments)

Manage and Analyze Internal and External Comments Processes for FFRMS PDT As part of the policy development/revision process it is anticipated that one round of comments will need to be solicited, compiled, analyzed and summarized in the development of the final policy documents. Revision comments may be solicited from internal USACE sources such as Divisions, Districts, and key communities of practice or external partners and analyzed and incorporated prior to the development of the final version of policy documents by the policy PDT. Key activities for this effort will include:

Compile and organize of comments from internal and external sources Read each comment and code comments into a comment management system

Sort comments across a variety of fields based on customer demand (e.g., geography, affiliation, participation in webinar, District/Division, profession, date), etc

Conduct a qualitative analysis of comments received and sort into common thematic groupings based on customer desire

Write a qualitative comments report articulated the topics and issues received by stakeholders, (no statistical analysis)

Assist the policy PDT in drafting responses to comments to ensure clarity and completeness of response (contractor shall not make recommendations on USACE policy, but provide data compilation and analysis, drafting, proofing/editing services)

Facilitate up to four 2 hour webinars for internal and external partners Assumptions

Internal comments will be solicited in such a fashion that they are organized by District and/or Division

External comments shall not exceed 200 separate solicitations or 500 pages

Deliverables

Comment solicitation templates and supporting materials, invitation letters, etc. (as needed)

Draft and final Comments Analysis for the policy document Draft and final Response to Comments for the policy document

Provide Document Support for FFRMS Policy Development As part of the policy development process, support will be needed to include changes and revisions into the draft guidance document that governs how USACE implements EO 11988 and the FFRMS. Key activities for this effort will include:

Assisting with language content development/revision of policy documents Incorporating revised content into a guidance document not to exceed 50 pages Format and edit document to be consistent with USACE publication policy

Assumptions

USACE PDT maintains decision making authority relevant to final document content and language

Document not to exceed 50 pages

Deliverables

Draft final guidance document

Government Furnished Property All references, documentation, and material required for the design, development, and production of the tasks will be determined, identified, and provided by the Government.

Limited access shall be granted to SharePoint and other data sites that are critical to planning modernization support requirements.

Security Requirements A Contractor representative shall be required to ensure all procedures listed in this section are complete.

1. All contractor employees, to include subcontractor employees, requiring access to Army installations, facilities, controlled access areas, or require network access, shall complete AT Level I awareness training within 30 calendar days after contract start date or effective date of incorporation of this requirement into the contract, whichever is applicable. Upon request, the contractor shall submit certificates of completion for each affected contractor employee and subcontractor employee, to the COR or to the contracting officer (if a COR is not assigned), within 5 calendar days after completion of training by all employees and subcontractor personnel. AT Level I awareness training is available at the following website:

http://jko.jten.mil/courses/atl1/launch.html; or it can be provided by the RA ATO in presentation form which will be documented via memorandum.

2. All contractor and all associated sub-contractors employees shall comply with applicable installation, facility and area commander installation/facility access and local security policies and procedures (provided by government representative). The contractor shall also provide all information required for background checks to meet installation/facility access requirements to be accomplished by installation Provost Marshal Office, Director of Emergency Services or Security Office. Contractor workforce must comply with all personal identity verification requirements (FAR clause 52.204-9, Personal Identity Verification of Contractor Personnel) as directed by DOD, HQDA and/or local policy. In addition to the changes otherwise authorized by the changes clause of this contract, should the Force Protection Condition (FPCON) at any installation or facility change, the Government may require changes in contractor security matters or processes.

3. The contractor and all sub-contractors employees will be issued a CAC only if duties involve one of the following: (1) Both physical access to a DoD facility and access, via logon, to DoD networks on-site or remotely; (2) Remote access, via logon, to a DoD network using DoD-approved remote access procedures; or (3) Physical access to multiple DoD facilities or multiple non-DoD federally controlled facilities on behalf of the DoD on a recurring basis for a period of 6 months or more. At the discretion of the sponsoring activity, an interim CAC may be issued based on a favorable review of the FBI fingerprint check and a successfully scheduled NACI at the Office of Personnel Management.

4. Contractor and all associated sub-contractors employees shall comply with adjudication standards and procedures using the National Crime Information Center Interstate Identification Index (NCIC-III) and Terrorist Screening Database (TSDB) (Army Directive 2014-05 / AR 190- 13), applicable installation, facility and area commander installation/facility access and local security policies and procedures (provided by government representative, as NCIC and TSDB are available), or, at OCONUS locations, in accordance with status of forces agreements and other theater regulations.

5. The contractor and all associated sub-contractors shall receive a brief/training (provided by the RA) on the local suspicious activity reporting program. This locally developed training will be used to inform employees of the types of behavior to watch for and instruct employees to report suspicious activity to the project manager, security representative or law enforcement entity. This training shall be completed within 30 calendar days of contract award and within 30 calendar days of new employees commencing performance with the results reported to the COR NLT 5 calendar days after the completion of the training.

6. All contractor employees with access to a government info system must be registered in the Army Training Certification Tracking System (ATCTS) at commencement of services, and must successfully complete the DOD Information Assurance Awareness prior to access to the information systems and then annually thereafter in accordance with personnel security standards listed in AR 25-2 (Information Assurance), an appropriate background investigation will be conducted prior to accessing the government information systems.

7. All new contractor employees will complete Level I OPSEC Training within 30 calendar days of their reporting for duty. Additionally, all contractor employees must complete annual OPSEC awareness training. The contractor shall submit certificates of completion for each affected contractor and subcontractor employee, to the COR or to the contracting officer (if a COR is not assigned), within 5 calendar days after completion of training. OPSEC awareness training is available at the following websites: https://www.iad.gov/ioss/ or http://www.cdse.edu/catalog/operations-security.html; or it can be provided by the RA OPSEC Officer in presentation form which will be documented via memorandum.

8. All non-local contracting personnel will comply with theater clearance requirements and allows the combatant commander to exercise oversight to ensure the contractor's compliance with combatant commander and subordinate task force commander policies and directives.

9. All contract employees, including subcontractor employees who are not in possession of the appropriate security clearance, will be escorted in areas where they may be exposed to classified and/or sensitive materials and/or sensitive or restricted areas.

10. The Contractor must pre‐screen Candidates using the E‐verify Program http://www.dhs.gov/E‐Verify website to meet the established employment eligibility requirements. The Vendor must ensure that the Candidate has two valid forms of Government issued identification prior to ensure the correct information is entered into the E‐verify system.

An initial list of verified/ eligible Candidates must be provided to the COR no later than 3 business days after the initial contract award.

CLAUSES INCORPORATED BY FULL TEXT

52.212-2 EVALUATION--COMMERCIAL ITEMS (OCT 2014)

(a) The Government will award a contract resulting from this solicitation to the responsible offeror whose offer conforming to the solicitation will be most advantageous to the Government, price and other factors considered. The following factors shall be used to evaluate offers:

Volume 1 - Technical. The technical factors are of equal importance.

Technical Approach, Previous Experience, Project Team and Past Performance Factor 1 – Technical Approach / Understanding: The Offeror should submit a comprehensive technical approach that meets the objectives of the PWS. The narrative should describe how all the performance objectives in the PWS and other applicable agreements will be met or exceeded. The Offeror shall provide an analysis of the significant risks associated with the technical approach along with a plan on how the Offeror intends to manage and/or mitigate those risks. The Offerror shall provide demonstration of knowledge and understanding of the very nature of personnel, organizational, political, and other applicable complexities within the National Flood Risk Management Program (NFRMP) including supporting interagency initiatives, and agency specific policy revision/development. The Offerror shall demonstrate technical capabilities and understanding of the complexities and relationships between flood risk assessment and risk analysis, flood risk communication, dam and levee safety policies, emergency management, and floodplain management. (5 page maximum; 8.5"x 11" page size; font no smaller than 10 size)

Factor 2: Previous Experience (preparation and facilitation of meetings and workshops in support of the National Flood Risk Management Program): Offeror shall submit specific examples demonstrating experience directly facilitating NFRMP meetings and workshops within the last 5 years. (5 page maximum; 8.5"x 11" page size;

font no smaller than 10 size)

Factor 3: Key Project Team Members & Teaming Arrangements /Management Approach: The Offeror shall provide the resumes of the key management and technical personnel who will be the personnel dedicated to this project throughout the entire lifecycle of the project and who specifically will carry out each of the required tasks that may be awarded under this contract. The resumes should clearly display proposed job title, current employer, education, special qualifications and experience record showing title, specific duties, responsibilities and assignments within at least the last five years related directly to providing preparation for meeting design, facilitation of meetings and workshops in support of the National Flood Risk Management program objectives.

Factor 4: Past Performance

Past performance information should include all information required in provision 52.212-1(b)(10). Offerors should provide a description of significant prior endeavors or tasks similar in scope to this PWS.

Factor 5: Price

52.212-1(b)(6): The Offerors’ price quote must show each labor category, the hourly rates, number of hours and total price for the services requested for each CLIN under the base year and option year periods included in the combined synopsis/solicitation.

The Offeror shall provide a firm fixed price proposal in accordance with the solicitation format and clearly describe the assumptions for the individual tasks associated with executing the Performance Work Statement with all costs be broken out appropriately.

The Offeror should apply fully burdened direct labor rates and shall include any materials, travel costs, and subcontracting costs. The price proposal should represent the requirements for the full work effort. All quotations and documentation will be noted in the proposal.

EVALUATION – COMMERCIAL ITEMS

Volume I Factor 1 Technical Approach / Understanding. Quotes will be evaluated in accordance with the offerors’ technical approach level of understanding/experience and technical skills as listed in the Instructions to Offerors. Higher technical ratings will be given for greater demonstrated understanding of the requirements of the PWS and mitigation/management plans to address the risks associated with the technical approach.

Volume 1 Factor 2 Previous Experience (preparation and facilitation of meetings and workshops in support of the National Flood Risk Management Program). This factor will be evaluated based upon the currency and relevancy of the information, the source of the information, and any other information which may help the Government complete its assessment. Higher ratings will be given for greater experience and complexity of demonstrated experience directly related to NFRMP or similar complex objectives and the requirements of the

PWS.

Volume 1 Factor 3 Key Project Team Members & Teaming Arrangements /Management Approach. This factor will be evaluated based upon the currency and relevancy of the information, the source of the information, and any other information which may help the Government complete its assessment. Higher technical rating will be given to key personnel with previous/current successful first-hand experience directly related to the NFRMP’s or similar/like complex objectives to the requirements of the PWS.

Volume 1 Factor 4 Past Performance. This factor will be evaluated to determine relevancy in terms of scope, complexity and how well the work was performed.