Statement of Work

PA-AHIMT Spring 2017 Exercise

OBJECTIVE:

The PAIMT anticipates conducting a functional exercise within 90 miles of Harrisburg, PA on April 3 - 6, 2017,provided that adequate funding is available.

SCOPE:

The Pennsylvania Emergency Management Agency(PEMA) is seeking quotes from vendorsto develop and deliver the following:

  1. A functional exercise of Type- 2-3 complexity with 40-60 team members participating.
  2. The scenario provided for the exercise shall be a flooding event in a municipality within Pennsylvania, preferably near the exercise location, with such location to be agreeable to the Project Manager.
  3. The location of the facility holding the exercise shall be within 90 miles of Harrisburg, as determined by facility availability.
  4. The price quoteshall include all costs related to exercise development & execution including: pre-exercise meetings, all associated contractor travel expenses, SIM Cell, mentor, and controller staffing, development of a formal After Action Report (AAR)/Work Improvement Plan (WIP), and other miscellaneous requirements/costs.
  5. The exercise shall be Homeland Security Exercise and Evaluation Program (HSEEP) compliant, with AAR and WIP to be delivered to the IMT Program Manager by June 30, 2017.
  6. The selected vendor shall meet time constraints, scenario type/requirements, and cost limitations for the exercise as well. If the selected vendor failsto adhere to time or cost requirements, PEMA reserves the right to select another vendor.
  7. The timeline for the exercise will begin 12+ hours from the initial rise of water and torrential down pours, continue into the flood waters’ recession phase, and into the initial recovery phase of the scenario.
  8. Sufficient injects will be required for each section/position to ensure that positions are challenged throughout the exercise.
  9. Injects should be developed for the majority of the IMT positions, including but not limited to:
  10. Incident Commander/Deputy IC
  11. PIO
  12. LOFR
  13. SOFR/Assistant
  14. Planning Section Chief/Deputy
  15. Situation
  16. Resource
  17. Document
  18. Field Observer
  19. Logistics Section Chief
  20. Ground Support
  21. Facilities
  22. Supply
  23. Operations Section Chief
  24. Div/Group Sup
  25. Finance Section Chief
  26. Time
  27. Comp/Claims
  28. Cost
  29. Injects should be realistic to the scenario and allow the participants to accomplish tasks in the Position Task Books associated with the position.
  30. Task Books referenced are the AHIMTA, FEMA, or NWCG. Task books are referenced in that order.
  31. Emphasis should be placed on following commonly accepted practices in incident management and the Planning P Process.
  32. Logistics will be supported by the PAIMT cache.
  33. Emphasis on transition from initial response from a local entity to the PAIMT.
  34. Emphasis by Section:
  35. IC
  36. Inbriefing with local AHJ and agency administrator.
  37. Identify goals of local AHJ –Life safety, critical infrastructure damage assessment, Transition back to local jurisdiction with sufficient turn over documentation
  38. Identify incident organization based on needs and Staffing of IMT
  39. Reportbacks to PEMA Leadership
  40. Team Leadership
  41. PIO
  42. Press inquiries from local entities/news stations
  43. Informational releases regarding incident information (ex: mold, assistance, etc)
  44. Manage Community Meeting
  45. Social Media Outreach
  46. LOFR
  47. Integration with local businesses affected by incident
  48. Identification of “hot button” political issues to brief IC
  49. Identification of Cooperating and Assisting Agencies and appropriate communication
  50. SOFR
  51. Facility safety issues
  52. Responder issues in the field
  53. Tactics meeting with the 215A
  54. Accident Investigation
  55. Planning
  56. Maintaining timing of the incident
  57. Conducts meetings according to the Planning P with appropriate displays and documentation
  58. Documentation of incident including file storage
  59. Creation of Incident Action Plans
  60. Mapping products to support Operations
  61. Transition Briefing to support turn over of the incident to locals
  62. Demobilization of the incident, including the PAIMT
  63. Maintain Situation Status and report back to AA and PEMA CRCC
  64. Operations
  65. Identify strategies to support the objectives of the IC
  66. Conduct the Tactics meeting and develop needed documentation, including 215
  67. Supervise Operations Seciton
  68. Div/Group Supervisors – supervisor ops resources – identify reporting requirements to Plans
  69. Logistics
  70. Establish work areas/facilities for IMT to work from
  71. Maintain facilities to be able to function (reserve power/information technology support)
  72. Resource ordering (supplies from cache, operations resources, staffing, outside resource requests)
  73. Communication with County EOC ordering point/transition to State CRCC
  74. Provide Ground Support functions, including maintaining vehicle inventory, other equipment support
  75. Food Unit
  76. Finance/Admin
  77. Collect time from incident (IMT time should be real time, other resources on incident are simulated)
  78. Handle injury/damage claims as a result of response
  79. Maintain ongoing cost of incident
  80. Occurrence of an “incident within an incident” requiring C&G action – (ex: injury to a responder, critical infrastructure collapse, etc)

SCHEDULE:

To be delivered the week of April 3-6, 2017. The exercise will begin and end at the following times:

  • April 3rd – 0900 – 1600 hrs.
  • April 4th – 0800 – 1600 hrs.
  • April 5th – 0800 – 1600 hrs.
  • April 6th – 0800 – 1300 hrs.

Additional Information and Requirements for the selected vendor:

•Within one week from the time of award, the selected vendor will meet or participate in a conference call with the IMT leadership to secure plans for the exercise.

•The selected vendor shall develop a project management plan that will include a meeting schedule, timeline for events leading up to the exercise, clear delineation of responsibilities for deliverables, a final decision on the exercise scenario, staffing levels for the SIM Cell and necessary mentors, as well as other administrative duties as required.

•The selected vendor shall be responsible for providing a pre-exercise briefing to participating team members.

•Mentors shall be qualified to sign off onappropriate tasks in position task books (PTB) that have been initiated for the PEMA members.

•Post exercise, the selected vendor shall be responsible for conducting a “hot wash” with exercise participants and compiling that information as part of the completed exercise documentation package, which should be HSEEP compliant and include a detailed AAR. The entire documentation package must be approved and in the hands of the IMT Program Manager prior to June 30, 2017.

PEMA Requirements:

•If necessary, PEMA will provide meeting space for meetings that take place between the selected vendor and the Program Manager. Teleconferences are acceptable and encouraged when possible.

•PEMA will provide the location for the Exercise, to include adequate space for the SIM Cell and other necessary space for logistics and administrative support as required by the vendor. Location is Fort Indiantown Gap, Annville, PA 17003.

•PEMA will provide laptop computers for use during the exercise by participating team members. If necessary, PEMAwill also provide projectors for use in the briefings and the exercise.

•PEMA will provide incident check-in and attendance tracking for the duration of the exercise.

•PEMA will provide food and beverages for exercise participants throughout the exercise period as a Logistics Section function. The vendor will be required to provide those items to their staff if desired.

•PEMA will providelodging for those team members that qualify for lodging as per Commonwealth guidelines, as well as food and beverages for participating members. The vendor will be responsible for providing overnight accommodations to their staff if necessary.

•PEMA will provide all necessary equipment for the IMT to function, e.g. computers, tents, communications equipment, position vests, etc. from ourequipment cache.

•PEMA will be responsible for escorting regional leadership and other like observers around the site while the exercise is underway.

Deliverable:

PEMA is requiring that vendors submit a written quote stating;

If the exercise can be delivered on the identified date, with other date options if the date selected by the team cannot be met.

Price quote will include all costs related to exercise development & execution including: all meetings, travel expenses, SIM Cell, mentor, and controller staffing, AAR/WIP development, and other miscellaneous requirements.

STAFF:

  • Exercise facilitator/manager
  • Staffing levels to be used to support this exercise will include the following capabilities:
  • Qualified coach/mentor that can will be able to adequate facilitate the following:
  • Command and General Staff
  • Planning Section
  • Logistics Section
  • Finance Section
  • Operations Section
  • Vendor shall submit a staffing plan that identifies how all the positions will be adequately supported.
  • Staff Biographies will be supplied to PEMA with the bid.
  • PEMA has the final approval of all vendors working the exercise.