CPT National Special Project SOW



***Note: This note should be deleted prior to application submission.The Cooperative Technical Partner should complete the fields for all sections of this template relevant to the activities deemed applicable to the project; activities not applicable to the project should be deleted. ***This template should be used by Cooperating Technical Partners submitting an application for an award to complete Special Project activities. FILLIN \* MERGEFORMAT {Insert Cooperating Technical Partner Name(s)}Cooperating Technical Partners FEMA-Approved Special PRoject Statement of Work Special Project Statement of Work No. FORMTEXT {Insert Statement of Work Number}In accordance with the Cooperating Technical Partner Partnership Agreement dated FORMTEXT {Insert Cooperating Technical Partner Partnership Agreement date} between FORMTEXT {Insert Cooperating Technical Partner name} (herein referred to as “Cooperating Technical Partner”) and the Federal Emergency Management Agency (FEMA), FEMA-Approved National Special Projects Statement of Work (Statement of Work) No. FORMTEXT {Insert Statement of Work #} is as follows:CONTENTS TOC \o "1-1" \h \z \u SECTION 1 – OBJECTIVE AND SCOPE PAGEREF _Toc507140187 \h 3SECTION 2 – PERIOD OF PERFORMANCE PAGEREF _Toc507140188 \h 9SECTION 3 – FUNDING/LEVERAGE PAGEREF _Toc507140189 \h 10SECTION 4 – STANDARDS PAGEREF _Toc507140190 \h 10SECTION 5 – SCHEDULE PAGEREF _Toc507140191 \h 11SECTION 6 – CONTRACTORS PAGEREF _Toc507140192 \h 12SECTION 7 – REPORTING PAGEREF _Toc507140193 \h 12SECTION 8 – PROJECT COORDINATION PAGEREF _Toc507140194 \h 14SECTION 9 – POINTS OF CONTACT PAGEREF _Toc507140195 \h 15SECTION 1 – OBJECTIVE AND SCOPEThe objective of the Federal Emergency Management Agency (FEMA)-Approved Special Project tasks and activities documented in this Statement of Work is to recognize activities undertaken by the Cooperating Technical Partners (non-profits in particular) as part of the process to support National Flood Insurance Program communities and actions which reduce the risk of loss of life and property damage. All processes and deliverables shall be completed in accordance with the FEMA Standards for Flood Risk Analysis and Mapping, Revision 10, dated November 2019 located on FEMA’s website. In addition, these guidelines and standards define the specific implementation of the statutory and regulatory requirements for National Flood Information Program flood risk projects and address the performance of related Risk MAP activities.This FEMA-Approved National Special Project Statement of Work will be completed by the following Cooperating Technical Partners: FORMTEXT {Insert Cooperating Technical Partner name}; FORMTEXT {Insert name of Cooperating Technical Partner contractor, if applicable}.The tasks and activities of FEMA-Approved Special Projects which are funded by FEMA Headquarters, cannot result in the production of a Flood Insurance Rate Map. For Fiscal Year 2020 (FY 2020), FEMA-Approved Special Project applications will be selected and funded based on annual priorities and available funding. In collaboration with FEMA, eligible tasks within the FEMA-Approved Special Project Statement of Work will be developed that defines where both the recipient and FEMA will contribute funding, data and units of work to maximize the extent, accuracy, and usability of flood hazard studies and/or activities that best met federal, state, tribal, territory, and local National Flood Insurance Program stakeholder needs, while minimizing costs for all parties. Tasks may include, but are not limited to, the following (please click/check the box of the activities included in this Statement of Work):?Developing national outreach documents?Participating in national conferences addressing Risk MAP and Cooperating Technical Partner issues?Developing new technical guidelines and issuing studies and reports?Developing and conducting recipient mentoring sessions with participation of existing recipients?Other: FORMTEXT {Insert additional details}.All supporting data must be retained for three years from the date a funding recipient submits its final expenditure report to FEMA. Your organizational access to the Mapping Information Platform signifies that you have access to PII. As such, please ensure you are meeting the requirements in the DHS standard terms and conditions (Term and Condition V) to appropriately protect said information.***Note: The National Outreach Document Development sub-section should be deleted if national outreach document development activities are not included in this scope of work. This instructional note should be deleted prior to application submission.National Outreach Document DevelopmentResponsible Partner: FORMTEXT {Insert name of Cooperating Technical Partner and other responsible Mapping Partner(s)}.Scope: Insert language relative to the description of the global outreach.Note: Cooperating Technical Partners and the FEMA point of contact are responsible for confirming no duplication of effort in other awards (grants, cooperative agreements, interagency agreements, and contracts).The National Outreach Document Development project or activities for this Statement of Work can best be understood as a process that enhances the understanding of the overall National Flood Insurance Program flood mapping program including flood risks and hazard identification. This task does not include the outreach activities for a specific mapping project that begins during the project Discovery phase and continues through the map production and post- preliminary phases.Note: Communication and Outreach activities described in this task are meant to be supplemental or complementary efforts to those identified in the Community Engagement tasks listed in the Community Outreach Mitigation Strategies Statement of Work or the Flood Risk Project Mapping Activity Statement (Mapping Activity Statement). Cooperating Technical Partners and the FEMA Region are responsible for confirming no duplication of effort in other awards (grants, cooperative agreements, interagency agreements, and contracts).The overarching goal for outreach is to create a climate of understanding and ownership of the mapping process at the state, tribal, territory, and local levels. Well-planned outreach activities can ensure a more positive interaction throughout the Risk MAP process. These outreach activities also can assist FEMA and others in responding to Congressional and Intergovernmental Affairs inquiries. The Cooperating Technical Partner plans to continue outreach activities to fulfill its strategy to educate communities on the necessary standards and benefits of developing better flood risk information.The Cooperating Technical Partner will work with FEMA during the initiation of this activity to determine or understand the Outreach Plan. The FEMA Region Office will have access to many outreach tools that have been developed for this process that can be utilized or customized. All communication with local governments will be done in accordance with the Code of Federal Regulations Title 44 Part 66 Consultation with Local Officials. FORMTEXT <Add additional details regarding the scope of this task, as appropriate.>Standards: All Outreach activities shall be performed in accordance with the standards specified in Section 4 – Standards.Deliverables: The Cooperating Technical Partner shall deliver the following checked item(s) to the FEMA Regional Project Officer (please click/check the box of the deliverables included in this Statement of Work):?Outreach Plan (as needed)?Report detailing outreach and coordination activities, including backup or supplemental information used in writing the report?Business Plan update describing (in detail) the Outreach activities?Updates to Cooperating Technical Partner’s website?Other: FORMTEXT {Insert additional details}.***Note: The Participation in National Conferences Addressing Risk MAP and Cooperating Technical Partner Issues sub-section should be deleted if national conference participation activities are not included in this scope of work. This instructional note should be deleted prior to application submission.Participation in National Conferences Addressing Risk MAP and Cooperating Technical Partner IssuesResponsible Partner: FORMTEXT {Insert name of Cooperating Technical Partner and other responsible Mapping Partner(s)}.Scope: FORMTEXT <Add additional details regarding the scope of this task, as appropriate.> Specific metrics are defined in the Statement of Work. Efforts across a program should be aligned and integrated toward the accomplishment of Risk MAP goals.Standards: All National Conference participation activities work shall be performed in accordance with the standards specified in Section 4 – Standards.Deliverables: The Cooperating Technical Partner shall deliver the following to the FEMA Cooperating Technical Partner Program Manager: FORMTEXT <Add or modify deliverables below, as necessary.>***Note: The Technical Guidelines, Studies, and Reports Development sub-section should be deleted if technical guidelines, studies, and report develop activities are not included in this scope of work. This instructional note should be deleted prior to application submission.Technical Guidelines, Studies, and Reports Development Responsible Mapping Partner: FORMTEXT {Insert name of Cooperating Technical Partner and other responsible Mapping Partner(s)}.Scope: FORMTEXT <Add additional details regarding the scope of this task, as appropriate.>Standards: All technical guidelines, standards, and report development activities shall be performed in accordance with the standards specified in Section 4 - Standards. Coordinate with the FEMA Regional Project Officer to ensure that materials comply with the FEMA Region’s standards.Deliverables: The Cooperating Technical Partner shall deliver the following to the FEMA Regional Project Officer in accordance with the schedule outlined in Section 5 – Schedule. FORMTEXT {The following are sample deliverables - add, modify, or delete as necessary.}The Cooperating Technical Partner will coordinate and/or administer training for FORMTEXT {Insert name of Community and/or Individual} regarding FORMTEXT {Insert name of training topic}. The Cooperating Technical Partner will: FORMTEXT <Add additional details regarding the scope of this task, as appropriate.>***Note: The Mentoring sub-section should be deleted if mentoring activities are not included in this scope of work. This instructional note should be deleted prior to application submission.MentoringResponsible Mapping Partner: FORMTEXT {Insert name of Cooperating Technical Partner and other responsible Mapping Partner(s).Scope: Share Cooperating Technical Partner program experience and related information with peer participants regarding best practices and process improvements. FORMTEXT {Insert list of specific knowledge management assets that will be shared/transfered, including with whom and how (Example: Best Practice write-ups, mentoring meetings, or conference calls).}For this agreement, the FORMTEXT {Insert name of Cooperating Technical Partner}shall submit at least one written Best Practice to its FEMA Project Officer detailing something that was innovative, cost saving, enhanced community engagement, etc. to be loaded to the Cooperating Technical Partner Collaboration Center. If this Cooperating Technical Partner has a Community Outreach and Mitigation Strategies Statement of Work as well, this Best Practice can be done in collaboration with the requirement in that agreement as well.Standards: All Mentoring activities work shall be performed in accordance with the standards specified in Section 4 – Standards.Deliverables: The Cooperating Technical Partner shall deliver the following checked item(s) to the FEMA Regional Project Officer (please click/check the box of the deliverables included in this Statement of Work):?List of existing or potential Cooperating Technical Partner entities to be mentored?Schedule and explanation of mentoring activities?Report detailing mentoring activities provided?Participant Surveys completed by mentored individuals that provide feedback on the quality and benefits of the mentor(s) and mentoring activities?Other: FORMTEXT {Insert additional details}.Table 1.1: Identify Percentage of Time Spent on Tasks or ActivitiesNote: Section 1 in the table below is for staff who are funded under the current Cooperating Technical Partner Program Activity. Section 2 is for staff who are not funded.Task and Activity – Funded StaffSection 1: Staff positions funded under this taskStaff Member 1Staff Member 2Staff Member 3Staff Member 4 FORMTEXT {Insert additional activities}Total (not to exceed 100 percent per employee)Task and Activity – Unfunded StaffSection 2: Staff positions supporting Cooperating Technical Partner activities not funded under this taskStaff Member 1Staff Member 2Staff Member 3Staff Member 4 FORMTEXT {Insert additional activities}Total (not to exceed 100 percent per employee)SECTION 2 – PERIOD OF PERFORMANCEThe activities outlined in this Statement of Work will be completed as specified in the Cooperative Agreement Funding Opportunity Announcement, Award Notice, and/or Articles of Agreement. The Statement of Work may be terminated at the option of FEMA or the Cooperating Technical Partner in accordance with the provisions of the Partnership Agreement dated FORMTEXT {Insert Partnership Agreement Date}. If the Statement of Work is terminated, all products produced to date must be returned and the remaining funds, provided by FEMA for this Statement of Work, from uncompleted activities will be returned to FEMA.SECTION 3 – FUNDING/LEVERAGEFEMA is providing funding, in the amount of FORMTEXT {Insert amount of funding provided by FEMA through a Cooperative Agreement}, to the Cooperating Technical Partner for the completion of this Special Project Statement of Work. The Cooperating Technical Partner shall provide any additional resources required to complete the assigned activities for this Statement of Work. The leverage listed below includes in-kind services, case and/or using the Estimating the Value of Partner Contributions to Flood Mapping Projects Blue Book for tasks and activities associated with the project. Contact a FEMA Region project officer for a copy of the Blue Book or visit FEMA’s website. Table 3.1: Contribution and LeverageProject TaskFEMAContributionPartner Contribution% Partner Leverage of Total Project CostTotal Project CostNational Outreach DocumentsNational ConferencesTechnical Guidelines, Studies, and ReportsMentoringTOTAL FUNDING AMOUNTS$%SECTION 4 – STANDARDSThe standards relevant to this Statement of Work are presented in FEMA Policy 204-078-1 Standards for Flood Risk Analysis and Mapping, Revision 10, dated November 2019. Additional information, along with links to Guidance, Technical References, Templates, and other resources that support these standards, may also be viewed and and/or downloaded on FEMA’s website. FEMA is in the process of updating existing guidance and continues to update guidance and standards on a rolling basis. In the meantime, Cooperating Technical Partners may refer to historical documents for assistance. Additionally, Cooperating Technical Partners and their subawardees must comply with the Code of Federal Regulations Title 44 and the appropriate year Cooperating Technical Partner Funding Opportunity Announcement and Agreement Articles. Cooperating Technical Partners shall also coordinate with their regional office to determine additional standards that should be met.SECTION 5 – SCHEDULEThe activities documented in this Statement of Work shall be completed in accordance with Table 5.1 FEMA Approved –Special Projects Task Deliverables Schedule. If changes to this schedule are required, the Cooperating Technical Partner shall coordinate with FEMA and other necessary Mapping Partners in a timely manner. Please also identify to whom the products and/or deliverables associated with each task are to be submitted to (i.e., community, FEMA Regional Project Officer, etc.). FORMTEXT <Insert deliverables for all activities included in this Statement of Work in the table below. Examples provided in italics. Deliverables can be itemized/scheduled individually or grouped into a single deliverable date. Due dates will be negotiated with the FEMA PO.> Table 5.1: FEMA-Approved Special Project Task Deliverables ScheduleMapping Activity Statement ActivitiesDeliverableDeliverable Due DateSubmitted ToNational Outreach Document DevelopmentOutreach Plan;Report of outreach activities2 months from award date;QuarterlyFEMA PONational Conference ParticipationFEMA POTechnical Guidelines, Studies, and ReportsGuidelines, study, and/or reportFEMA POMentoring and Best Practices2 months from award date;QuarterlySECTION 6 – CONTRACTORSContractor support may be used for all activities within this Statement of Work, except staffing and mentoring, which must be completed by the Cooperating Technical Partner.The Cooperating Technical Partner intends to use the services of FORMTEXT {Insert name of Cooperating Technical Partner contractor} as a contractor for this Statement of Work. The Cooperating Technical Partner shall ensure that the procurement for all contractors used for this Program Management Activity complies with the Code of Federal Requirements Title 2 Part 200 Uniform Administrative Requirements, Cost Principles, and Audit Requirements for Federal Awards.Guidance provided in this part includes, but is not limited to, contract administration and record keeping, notification requirements, review procedures, competition, methods of procurement, and cost and pricing analysis. Additionally, contractors must not pose a conflict of interest issue.ORThe Cooperating Technical Partner does not intend to use the services of a contractor for this Statement of Work. No transfer of funds to agencies other than those identified in the approved cooperative agreement application shall be made without prior approval from FEMA. The Cooperating Technical Partner shall ensure that the procurement for all contractors, if any are used for this Statement of Work, complies with the Code of Federal Requirements Title 2 Part 200 Uniform Administrative Requirements, Cost Principles, and Audit Requirements for Federal Awards.Guidance provided in this part includes, but is not limited to, contract administration and recordkeeping, notification requirements, review procedures, competition, methods of procurement, and cost and pricing analysis. SECTION 7 – REPORTINGFinancial Reporting: Because funding has been provided to the Cooperating Technical Partner by FEMA, financial reporting requirements for the Cooperating Technical Partner will be in accordance with the terms of the Cooperative Agreement Funding Opportunity Announcement, Articles of Agreement, or Award Notice for this Statement of Work. The Cooperating Technical Partner shall also refer to Title 2 of the Code of Federal Requirements Part 200. The Cooperating Technical Partner shall provide financial reports to the FEMA Regional Project Officer and Assistance Officer in accordance with the terms of the signed Cooperative Agreement for this Statement of Work.Performance Reporting: Recipients are responsible for providing updated performance reports using the Standard Form-Performance Progress Report (SF-PPR) on a quarterly basis throughout the period of performance, including partial calendar quarters as well as for periods where no grant award activity occurs. The Cooperating Technical Partner shall refer to Title 2 of the Code of Federal Requirements Part 200 to obtain minimum requirements for progress reporting. The Project Officer, as needed, may request additional information on progress.The Cooperating Technical Partner may meet with FEMA and/or its contractor(s) as frequently as needed to review the progress of the project in addition to the quarterly financial and status submittals. These meetings may alternate between the FEMA Regional Office, the FORMTEXT {Insert Cooperating Technical Partner Name} office, and conference calls, as necessary.The Cooperating Technical Partner must report performance of the grant in conjunction with the progress reporting. The performance of the Cooperating Technical Partner is measured by the following criteria. If you are completing a Community Outreach and Mitigation Strategies project in conjunction with a Flood Risk Project Mapping Activity Statement, then you may use the measures outlined in that Mapping Activity Statement for your Standard Form-Performance Progress Report (SF-PPR) performance criteria.Quantitative targets for performance measures will be defined using the Cooperating Technical Partner Performance Measures Matrix in conjunction with your FEMA project manager and amended to the Mapping Activity Statement.Table 7.1: Performance Measures TargetsNote: Insert appropriate measures in the table below based on the document “Cooperating Technical Partner Performance Measures Matrix” and coordination with your FEMA project manager.MeasureTargetEvidence of continued maintenance, using non-Federal funds, of the processes/systems to support collection, development, evaluation, dissemination, and communication of flood hazard and risk assessment data and mappingTarget should be expressed as the percent of non-federally funded maintenance activities for the Cooperative Technical Partner agreement. Examples of maintenance activities below:Continued data collection related to changes in flood hazards and development in flood-prone areasContinued upgrades to data collection or mapping capabilities to incorporate new technologiesPreparation of multiple-year mapping or data collection plansMaintenance of equipment and supplies, such as hardware, software, licenses, certifications, etc. that are necessary to complete, review, monitor and report on the workAdvancement of program metrics and/or accomplishment of project performance measures.Report on Schedule Performance Index and Consumer Price Index. Must be between 0.92 and 1.08. If it is not, provide information on what is being done to correct the problem. If not, state no projects in the Mapping Information Platform. Insert MeasureInsert TargetInsert MeasureInsert TargetInsert MeasureInsert TargetEarned Value Data Entry:If there are no tasks within the Mapping Information Platform Workflow associated with FEMA—Approved Special Project tasks, the Mapping Information Platform cannot be used to set baselines and track progress against these baselines. However, the FEMA Cooperating Technical Partner Program Manager and the Cooperating Technical Partner should set a cost and schedule baseline at the beginning of the project and review it quarterly when assessing the status of the project. The Project Officer may request additional information regarding status on an ad-hoc basis.SECTION 8 – PROJECT COORDINATIONThroughout the project, all members of the Project Team will coordinate, as necessary, to ensure that activities, products and deliverables meet FEMA requirements and contain accurate, up-to-date information. Coordination activities shall include:Meetings, teleconferences, and video conferences with FEMA and other Project Team members, as needed;Telephone conversations with FEMA and other Project Team members on a quarterly basis, and an ad hoc basis, as required;E-mail, facsimile transmissions, and letters, as required.SECTION 9 – POINTS OF CONTACTThe points of contact for this Program Management Statement of Work are FORMTEXT {Insert name of FEMA Regional Project Officer}, the FEMA Regional Project Officer; FORMTEXT {Insert name of Cooperating Technical Partner Project Manager}, the Project Manager for FORMTEXT {Insert Cooperating Technical Partner name}; or subsequent personnel of comparable experience who are appointed to fulfill these responsibilities. When necessary, any additional FEMA assistance should be requested through the FEMA Regional Project Officer.Each party has caused this Statement of Work to be executed by its duly authorized representative. FORMTEXT {Insert name of Cooperating Technical Partner Project Manager}DateProject Manager FORMTEXT {Insert Cooperating Technical Partner name} FORMTEXT {Insert name of FEMA Project Officer}DateRegional Project OfficerFederal Emergency Management Agency, Region FORMTEXT Region # ................
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