TO: Governor of California

From: Carlos Arroyo

Subject: Emergency Management Support
Currently, the employees of the Office of Emergency Management (OEM) provides
emergency mitigation, preparedness, response and recovery services to the residents of Vienna,
California. Through careful analysis, it is my recommendation that we contract for emergency
services. One of the main reasons for this decision would be the cost of maintaining a staff of
100 full time employees who are not properly utilized throughout the course of the year when a
disaster is not in progress. As a result, we have deemed this to be an expensive burden to the
taxpayer. Being able to contract out emergency management services will provide a surge
capability to call upon individuals when needed in order to augment our staff. As a result of
being able to contract out for services, we can reduce the need for 100 full time employees and,
instead, employ 50 full time employees which will save five millions dollars per year. The
second reason for contracting out for services is based on the decision to allow for the hiring of
expertise in an area in which our department lacks. At this time, only ten percent of the staff
have participated in a disaster therefore lacking the experience necessary to provide first class
services to our citizens in a time of need. By contracting out for such services, our department
can acquire subject matter experts who will not require any training and will be able to provide
leadership and guidance in the case of a disaster.
In order to control costs, it is my suggestion that we consider a hybrid contract consisting
of firm fixed price and time and material contract. The solicitation will allow for four (4)
separate (single) IDIQ hybrid cost reimbursement, fixed priced, and time and materials contracts
to be awarded; and each successful offeror will be assigned responsibility for one of the sectors.
In order to mitigate any rise in cost, we shall nominate a Contracting Officer
Representative (COR), three technical monitors(TMs) and a project assistance (PA) from our
staff who will provide the oversight and administration of the contracts to ensure compliance as
well as incorporate a Quality Assurance Surveillance Plan (QASP) into the statement of work.
The purpose of the QASP is to describe the systematic methods used to monitor performance and
to identify the required documentation and the resources to be employed. The QASP provides a
means for evaluating whether the contractor is meeting the performance standards/quality levels
identified in the SOW and the contractors quality control plan (QCP), and to ensure that the
government pays only for the level of services received.
This QASP defines the roles and responsibilities of all members of the integrated project
team (IPT), identifies the performance objectives, defines the methodologies used to monitor and

evaluate the contractors performance, describes quality assurance documentation requirements,

and describes the analysis of quality assurance monitoring results.
Request for Proposal
EMA
7 April 2014

- Purpose:
The mission of the Department of Emergency Management (EM) Individual Assistance Division
(IA) is to ensure that individuals and families that have been impacted by disasters and major
catastrophic events have access to the full range of EMA programs in the most expeditious and
cost effective manner available.
- Statement of Work:
EMA's goal is to provide the highest level of quality in these services as possible to such
individuals. In order to accomplish this goal, EMA has a requirement for contractors to provide
comprehensive emergency management, project management and program management services
as well as construction, architectural, and engineering capabilities to support the IA mission in
four areas: (a) Housing Support (b) Construction Services, (c) Mass Care, and (d) Planning,
Staffing and Logistics Services. Contractor support must be available for multiple disaster
missions of any size, anywhere within their awarded regional sector to provide disaster relief
services to individuals within the United States and its territories. While these contracts are
generally intended to support response to an initial recovery from high impact larger
Presidentially-declared Major Disaster related missions, the contracts do not preclude EMA from
contracting with others, such as local or small businesses when market research or available
information indicates that such entities have the capacity and capability to meet EMA's
requirement(s). EMA's Acquisition strategy is to divide the U.S. and its territories into four
regional Sectors as follows: Alpha Sector (Regions 8, 9 and 10); Bravo Sector (Regions 1, 2 and
5); Charlie Sector (Regions 6 and 7); and Delta Sector Regions 3 and 4).
- Evaluation and Award Criteria
All proposals will be evaluated against the evaluation criteria factors defined in the RFP.
Proposals will first be evaluated from a technical standpoint without regard to proposed cost.
Proposals that are determined to be technically acceptable will then be evaluated on the fairness,
reasonableness and realism of the proposed cost/price; past performance information; and a
responsibility determination will be made before any award decision is made. The criteria has
been listed below:
M.4. Technical Evaluation Criteria Factor 1: Total Management Plan

M.5. Technical Evaluation Factor 2: Program Management Approach

M.6. Technical Evaluation Factor 3: Technical Approach
M.7. Technical Evaluation Factor 4: Past Performance/Experience
Technical Evaluation Criteria Factors 1, 2 and 3 Ratings
The technical proposals will be evaluated using the following Adjectival Ratings:
Excellent
Good
Acceptable
Unacceptable
Neutral (only used to rate Past Performance in case of an Offeror without a record of relevant
experience and past performance or for whom information is not available.)
- Pricing (type of contract, including justification):
The solicitation will, therefore, allow for four (4) separate (single) IDIQ hybrid cost
reimbursement, fixed priced, and time and materials contracts to be awarded; and each
successful offeror will be assigned responsibility for one of the sectors indicated above.