Draft_SOW_-_693JJ920RQ000031.pdf

Computer Aided Dispatch (CAD) Project

SECTION C – DESCRIPTION/ SPECIFICATIONS/ WORK STATEMENT

C.1 BACKGROUND

The National 911 Program is housed within NHTSA’s Office of Emergency Medical Services (EMS). It is responsible for the achieving the following tasks:

1) Improving coordination and communication among Federal, State and local emergency communication systems, emergency personnel, public safety organizations, telecommunication carriers, and telecommunications equipment manufacturers and vendors.

2) Developing, collecting and disseminating information and resources concerning best practices, procedures and technology used in implementation and operation of 911 services, and

3) Administering a grant program specifically for the benefit of 911 Public Safety Answering Points (PSAP).

The Master Glossary of the National Emergency Number Association (NENA) defines Computer Aided Dispatch (CAD) as "a computer based system, which aids Public Safety Answering Point (PSAP) Telecommunicators by automating selected dispatching and record keeping activities." CAD typically includes a suite of incident management software, integrating capabilities for call handling and dispatching, intelligent mapping, field communications, data reporting and analysis, and integration of selected applications. Because of the decentralized nature of 911 operations up until the advent of Next Generation (NG) 911, there are an unknown number of CAD vendors in the U.S. (Estimate: 50-200); and none of the components included in their systems are uniform. This creates significant challenges for 911 call and data transfer, which is a function inherent in the architecture of Next Generation 911 (NG911). It also creates a significant challenge for transferring call information to emergency responders via the Public Safety Broadband Network.

While one school of thought within the 911 community defines CAD as a separate function, apart from 911 call processing, the dispatch function is performed by more than half of the nation’s PSAPs; arguably making it an inherent part of the 911 call taking and processing function. There also exists, no other community of CAD vendors that allows for an organized approach in working with CAD vendors. An International CAD Consortium does exist, but its primary function appears to be an annual conference to share information. As a result, the CAD vendor community is a large, disparate, unorganized entity; adding to the difficulty of addressing the issues related to CAD data sharing.

According to one source, the Mission Critical Communications online “Super Guide,” a search for companies providing “CAD software systems” yielded 53 results. This list is by no means inclusive of all CAD companies. The actual number of CAD vendors is unknown, and estimated to be between 50 and 200 companies.

The advent of NG911 enables a transition from the legacy model of all PSAPs operating independently, to a ultimate national model of all PSAPs being interconnected. In the legacy system, transfer of 911 calls and data was not technically possible for the most part. Because NG911 is based upon a digital, Internet-protocol model, it is interconnected by design. The current decentralized, disparate nature of CAD creates significant challenges for 911 call and data transfer. These challenges must be understood and addressed, for NG911 to function as intended.

In addition to PSAP to PSAP connectivity, the advent if FirstNet’s National Public Safety Broadband Network (FirstNet) creates a network for emergency responders in the field that is also based upon a digital, Internet-protocol based model. Because of this transition, the current status of decentralized and disparate CAD vendors will also present challenges to 911 in sharing 911 call data and information emergency responders. To enable data transfer between 911 and FirstNet, the issues facing CAD must be understood and addressed.

There are currently a number of activities underway that begin to examine the CAD issue. How do they contribute to the overall goal of achieving data sharing within the 911 system, and between 911 and FirstNet? Is CAD/data uniformity of some measure advisable? Are efforts to interface disparate CAD systems a better solution? How should these questions be addressed?

In order to achieve a nationally interconnected, seamless system of emergency communication systems, these questions should be answered.

C.2 OBJECTIVE

The objective of this task order is to obtain professional and administrative support services of an experienced contractor in the areas of 911 CAD services, to provide NHTSA with assistance in support of the National 911 Programs; to produce a document that lists the status of current CAD technologies and activities within the 911/CAD stakeholder community, the technical and nontechnical challenges to establishing nationally consistent CAD systems and their interoperable use among multiple jurisdictions and systems; and includes ideas for addressing the identified challenges; to achieve truly interoperable CAD data sharing nationwide. The final document should identify and describe:

o The current status of technologies enabling the development, transmission, receipt, utilization, processing, sharing, maintenance, and storage of CAD data among CAD data equipment and service providers, and any technological issues that must be addressed to achieve true CAD data sharing;

o The current status of required entities (i.e., standards bodies, private sector companies, national CAD organizations, and 911 agencies) as organizations and entities, and the governance, administrative and technological issues that must be addressed to achieve true CAD data sharing o The resources, budget, and partner agencies/organizations needed and optimal resource utilization strategies;

o Scientific research requirements and metrics that identify the value and/or accuracy of 911 CAD data;

o Strategies for addressing all identified challenges and cost issues;

o Strategies for utilization of the completed document to facilitate the execution of a plan to achieve truly interoperable 911 CAD data nationwide.

It is imperative that the Contractor be experienced in providing engineering, governance, and operational advice specifically related to the operation of 911 CAD systems. Previous experience specific to the application of CAD technologies to the routing, receiving, processing, and dispatching of 911 calls is essential to the successful completion of the tasks to be completed.

C.4 SCOPE OF WORK

The objective of this task order is to obtain professional and administrative support services of an experienced contractor in the areas of 911 CAD services, to provide NHTSA with assistance in support of the National 911 Programs as follows: to produce a document that lists the status of current CAD technologies and activities within the 911/CAD stakeholder community, the technical and nontechnical challenges to establishing nationally consistent CAD systems and their interoperable use among multiple jurisdictions and systems; and includes ideas for addressing the identified CAD issues. In all instances, these products and services must be developed and completed within strict timelines, in accordance with the Milestones & Deliverables due dates as described in section F (Deliveries or Performance).

The services included do not necessarily require the Contractor providing technical support to be onsite within the Department of Transportation (DOT) building; but will however require regular and frequent travel to DOT if the Contractor providing support is not onsite. The Contractor providing support shall be required to provide support remotely on an ongoing basis.

The Contractor shall furnish the necessary personnel, equipment and facilities, and otherwise perform all things necessary for, or incidental to, the performance of work (the accomplishment of specific tasks) as set forth below.

C.4.1 Kick-Off Meeting

Within four (4) weeks of the award, the Contractor shall meet with the Contracting Officer’s Representative (Task Order) (COR (TO)), Contracting Officer (CO), NHTSA Office of Emergency Management Staff (OEMS) and other interested National Highway Traffic Safety Administration (NHTSA) staff in Washington, DC at NHTSA Headquarters or via conference call.

The purpose of the kickoff meeting is two-fold: 1) to discuss the administration of this Task Order, and 2) to focus on the elements of this project, containing such components as the proposed approach, schedule, budget, deliverables and potential risk and concerns. The contractor shall prepare minutes of the kick-off meeting and shall provide a meeting summary to the COR (TO) within one (1) week after the completion of the meeting.

C.4.2 Final Work Plan

Within two (2) weeks of the Kickoff Meeting, the Contractor shall submit a Final Work Plan, describing in detail on the projects background information, technical approach for each task, responsibilities for key personnel and their projected availability, a risk management plan, a detailed schedule and budget overview.

The risk management plan shall provide an analysis of potential challenges and weaknesses and a strategy for mitigating those risks.

The NHTSA COR (TO) will review the Final Work Plan and will either approve or contact the Contractor for revisions within one (1) week of receipt.

C.4.3 The current status of technologies enabling the development, transmission, receipt, utilization, processing, sharing, maintenance, and storage of CAD data among CAD data sharing entities/equipment and service providers, and any technological issues that must be addressed to achieve true CAD data sharing;

Working with the staff of the National 911 Program, the Contractor shall use all available sources of information and all available points of contact, to assess the current status of technologies enabling the development, transmission, receipt, utilization, processing, sharing, maintenance, and storage of CAD data among CAD data sharing entities. This information will serve as the basis for a gap analysis, to identify technological issues that must be addressed, to achieve true CAD data sharing among multiple 911 agencies nationwide, using NG911 technologies.

C.4.4 The current status of required entities (i.e., standards bodies, private sector companies, national CAD organizations, and 911 agencies) as organizations and entities, and the governance, administrative and technological issues that must be addressed to achieve true CAD data sharing

Working with the staff of the National 911 Program, the Contractor shall use all available sources of information and all available points of contact, to assess the current status of the multiple entitles currently actively involved in 911 CAD technologies and service; enabling the development, transmission, receipt, utilization, processing, sharing, maintenance, and storage of CAD data among CAD data sharing entities. This information will serve as the basis for a gap analysis, to identify governance, administrative, financial, and opreational issues that must be addressed, to achieve true CAD data sharing among multiple 911 agencies nationwide, using NG911 technologies.

C.4.5 The resources, budget, and partner agencies/organizations needed and optimal resource utilization strategies;

The Contractor shall produce an assessment of the resources, budget, and partner agencies/organizations needed to address the issues identified in C.4.3 and C.4.4 above; and provide suggestions for strategies that optimize resource utilization in addressing the issues identified.

C.4.7 Scientific research requirements and metrics that identify the value and/or accuracy of 911 CAD data;

The Contractor shall provide a listing of any research requirements and/or metrics to identify the value and/or accuracy of 911 CAD data, as mechanisms to assess the success of strategies developed to address issues identified in C.4.3 and C.4.4.

C.4.8 Strategies for addressing all identified challenges and cost issues; and strategies for utilization of the completed document to facilitate the execution of a plan to achieve truly interoperable 911 CAD data nationwide.

The Contractor shall provide strategies for addressing all challenges and issues identified in C.4.3 and C.4.4 above; to facilitate the execution of a plan to achieve truly interoperable 911 CAD data nationwide.

C.4.9 Final Report

The contractor shall submit to the NHTSA COR (TO), an annual written report, containing all pertinent information related to the completion of the Task Order, budget problems encountered in completing tasks and actions taken to mitigate problems encountered. This final report, as a summary of the contractor’s activities during the period of performance, within thirty (30) days before the end of each performance period.

The NHTSA COR (TO) will review the Final Report and either approve or contact the Contractor for revisions within one (1) week of receipt.

C.5 ACRONYMS

The following is a list of key acronyms used throughout the Statement of Work (SOW). This list may not be exhaustive.

C.5.1 Acronyms

ACOR (TO) Alternate Contracting Officer’s Representative (Task Order) CO Contracting Officer COR (TO) Contract Officer’s Representative (Task Order) DOT Department of Transportation EMS Emergency Medical Services MOU Memorandum of Understanding NG Next Generation NHTSA National Highway Traffic Safety Administration NTIA National Telecommunications and Information Administration OCCI The Office of Communications and Consumer Information OEM Office of Emergency Management OMB Office of Management and Budget PSAPs Public Safety Answering Points SDO Standards Development Organizations SOW Statement of Work

(End of Section C)