FEMA_R10_Youth_Preparedness_Camp_Scope_of_Work_August_2019_AK.pdf

FEMA Region 10 Youth Preparedness Camp in AK – Scope of Work – August 19, 2019

1. Background

The Federal Emergency Management Agency’s (FEMA) mission is to help people before, during, and after disasters. FEMA has a regional office located in Bothell, WA. FEMA Region 10 provides support to state and local governments within Alaska, Idaho, Oregon and Washington and 271 federally-recognized tribal governments. Over the last few years, FEMA Region 10 has placed a special focus on building disaster preparedness and resiliency amongst youth and youth serving organizations. This has included creating and implementing a successful Regional Youth Preparedness Council, that is continuing to grow, as well as offering an inaugural Youth Preparedness Camp, taking place August 2019. In an effort to continue promoting a culture of preparedness with youth, FEMA Region 10 plans to host another youth preparedness camp in the summer of 2020. It will be six days, five nights, taking place in Alaska. FEMA is seeking to identify potential youth serving organizations or vendors that would be interested in hosting and coordinating this camp.

2. Project Objective Establish a six day, five night overnight Youth Preparedness Camp, in coordination with a local university or youth serving organization within Alaska. The Youth Preparedness Camp would utilize and build upon established Teen CERT training, and You Are the Help Until Help Arrives materials in order to educate participants in the threats and hazards in the area, promote preparedness, leadership and youth empowerment within the Region.

Teen CERT curriculum (including the evaluation drill/exercise) takes approximately 30 hours to cover. You are the Help Until Help Arrives takes approximately 3 hours to deliver. Teen CERT provides skills and organization for students to safely provide assistance in the immediate aftermath of a disaster when professional response may be delayed or limited. In this capacity, students can help direct others during evacuation or shelter-in-place, and provide other assistance as needed. Local emergency responders would be included in the curriculum in order to introduce participants to various emergency response professions. As part of the training and camp program, youth will identify and develop a concept for a give-back project where they will utilize their skills to improve emergency preparedness in their communities. Participants will also be expected to stay engaged in the year following camp, as they provide follow-up on their give-back projects.

3. Target Audience

a. The target audience for the camp would be 40 youth entering grades 8-12, who live within the Region 10 States (WA, OR, ID, and AK). FEMA Region 10 will identify the youth that will participate in the camp, while coordinating with state and tribal partners.

b. FEMA Region 10 has established a Region 10 Youth Preparedness Council comprised of youth between grades 8-12. The Region 10 Youth Preparedness Council (R10 YPC) members would work with FEMA Region 10 over the 2019/2020 school year, then come together and participate in this summer camp during the summer of 2020. The R10 YPC (approximately 15 youth) would participate as campers and/or youth leaders, then the remaining FEMA sponsored camper openings would be filled with additional youth representing Region 10.

https://www.fema.gov/media-library/assets/documents/28048 https://www.fema.gov/media-library/assets/documents/28048 https://community.fema.gov/until-help-arrives

Project Deliverables and Responsibilities of Camp Host/Contractor

a. Establish a six day, five night Youth Preparedness Camp, built upon existing Teen CERT, and

You Are the Help Until Help Arrives training and materials.

b. Over the course of the week, provide three healthy meals and two snacks each day for the participants. Participants include the campers, instructors, and support staff.

c. Provide secure, comfortable, and accessible, overnight lodging accommodations. Separate lodging and restroom facilities will be provided for boys and girls to include a contractor staff member(s) to serve as chaperone per room, and separate male and female lodging secured for 12 support staff (FEMA personnel and invited partners). Lodging must be in buildings/facilities (four solid walls, a door, roof, etc), such as cabins or dorms, that protect against the elements and wildlife (i.e. bears, moose).

d. Provide liability insurance and measures to ensure a safe and secure stay for participating youth campers and staff.

a. Contractor shall ensure all contract related support staff have completed a favorable background check within the last three years of the contract execution date. Contractor shall ensure the background check reflects favorable results and screens the employee for the last 5 to 7 years on subjects including, but not limited to, employment history, places of residence, criminal history, and credit history.

b. Require mandatory child safety course (on-line) for staff who will be at camp.

e. Share or develop a plan, outlining emergency procedures for the location.

a. Understand the specific threats and risks within Alaska, including wildlife (bears, moose) and inclement weather. Communicate safety information before and during camp to all participants, including parents/guardians. Ensure plans are coordinated, understood, and approved by all parties.

f. Provide camp counselor staff and access to a nurse.

g. The host will organize and provide camp programming such as youth leadership and team building activities in the evening.

h. Purchase necessary supplies and materials for camp. The list below provides a rough guide of the minimum requirement and standard supplies necessary to support delivery of a 40 person CERT training course. In addition to the supplies below, fire extinguishers are necessary to support the fire safety module. Host will coordinate with FEMA prior to purchasing materials.

1. 150 triangular bandages

2. 20 boxes 4x4 gauze pads

3. 70 rolls 4" Kerlix / Kling

4. 5 box each, small, med, large medical gloves

5. 12 each small, med, large plastic or cardboard splints

6. 30 Rolls 3" medical tape

7. 30 Rolls 2” medical tape

8. 40 Mylar emergency blankets

9. 5 Rolls each of each color of triage tape (red, yellow, green and black)

10. 10 Medical Scissors

11. 6 heavy weight wool blankets (Army style green wool blankets)

12. 40 CERT Kits (high visibility vest, hard hat, work gloves, safety googles, etc.) There are existing online vendors that sell kits to support delivery of CERT programs nationwide.

13. Any additional supplies needed (i.e. markers, paper, etc.)

https://www.fema.gov/media-library/assets/documents/28048 https://www.fema.gov/media-library/assets/documents/28048

i. Coordinate the camp agenda, outline the specific times set aside for curriculum delivery, oversee all logistics involved in ensuring a smooth a successful camp program, develop a detailed, comprehensive welcome guide with all necessary info/details for campers and guardians (including safety info, waivers, required paperwork/forms, packing lists, etc), and provide on-site facilitation and program delivery during the week-long camp.

j. Collect and process required paperwork (including personal identifiable information), which will include, but is not limited to, camp behavior agreement waivers, social media and communications permission slips, medical/health forms, travel consent forms, and all other forms deemed necessary by both the camp location and FEMA Region 10 program staff.

k. Camp will be located within 60 miles of Anchorage, AK and will be accessible by main roads.

l. Provide safe, reliable, and insured transportation from the Ted Stevens Anchorage

International Airport to the camp on the travel day there, as well as from the camp to the Ted Stevens Anchorage Airport on the travel day back. This includes a chartered bus and contingency shuttle(s) for each travel day, along with a van to keep on site the entire week, in case needed for an emergency.

m. Support facilitation of 2-3 webinars to cover safety, travel logistics, and other information for parents/guardians and campers, leading up to camp.

n. Provide safe and secure (nonstop when feasible) airfare and associated travel costs (i.e.

baggage, mileage, parking, etc.) for up to 40 youth camp participants located outside of a reasonable driving distance of the camp location. This will include approximately 10 youth per Region 10 state: AK, ID, OR, and WA. All travel arrangements and itineraries for youth participants will be provided and communicated to each youth participant and guardian.

4. Responsibilities of FEMA Region 10

a. FEMA Region 10, the Region 10 Youth Preparedness Council, and state partners may help identify and coordinate CERT instructors and guest speakers.

b. FEMA Region 10 may participate in the delivery of the CERT or You Are the Help Until Help Arrives materials.

5. Period of Performance

a. Delivery of Youth Preparedness Camp will be in the summer of 2020, between early June-mid August, 2020 (must be before school resumes on August 20, 2019).

b. Initial kickoff meeting and the planning process will take place within 45 days of the execution of the contract.

c. The entire lifecycle of the contract would be approximately August 2019 through September 2020.

6. Qualifications

a. Qualified vendors will have at least 5 years of experience developing and providing preparedness events for large groups, specifically youth, providing facilities, activities, care and feeding for at least 40 or more individuals at a time. Additionally, vendor and vendor’s staff will have verifiable favorable background checks completed within 5 years of project delivery date.

7. Points of Contact

Rachael Norris (Primary) National Preparedness Division, Deputy Director FEMA Region 10 425-487-4914 Rachael.Norris@fema.dhs.gov

Scott D. Zaffram (Alternate) National Preparedness Division, Director FEMA Region 10 425-487-4662 Scott.Zaffram@fema.dhs.gov mailto:Rachael.Norris@fema.dhs.gov mailto:Rachael.Norris@fema.dhs.gov mailto:Scott.Zaffram@fema.dhs.gov mailto:Scott.Zaffram@fema.dhs.gov