2018_BAA_Data_Upload_Mechanism_for_Sharing_Floor_Plans__Site_Safety_Data_SOO_E.pdf

Data Upload Mechanism for Sharing Floor Plans & Site Safety Data Easily

Statement of Objectives BAA 18-02/Call 0001/ SOO E

April 1, 2019 Science and Technology Directorate (S&T) Department of Homeland Security (DHS)

BAA 18-02/Call 0001/ SOO E Data Upload Mechanism for Sharing Floor Plans & Site Safety Data Easily

Table of Contents

Contents

1.0 Problem Statement

2.0 Purpose and Scope

3.0 Background Environment

3.1 Mission Scenarios

3.2 Current Technology Shortfalls and Threats

4.0 Potential Solution Attributes

4.1 Additional Capabilities

5.0 Solution Capabilities and Requirements

5.1 Must Have Requirements (Key Performance Parameters)

5.2 Desirable Capabilities or Characteristics

6.0 System Support

6.1 Contractual Requirements

6.1.1 Period and Place of Performance

6.1.2 System Affordability

6.1.3 Regulatory/Legal Requirements

6.1.4 Contract Deliverables

6.2 Solution Support

6.2.1 Training

6.2.2 Storage and Maintenance

1.0 Problem Statement

First Responders lack the situational awareness capability to quickly assess the layout of a building upon entry. First responders currently carry binders of printed floor plans with them or respond to incidents blindly with no knowledge of building layouts. In many instances, this prevents them from taking necessary precautions, leaves them without necessary equipment and tools, and generally leaves them at a situational awareness disadvantage when arriving to a response scene.

First responder subject matter experts identified a need for a mechanism to access digital floor plans and other key safety data (e.g. standpipes, designated evacuation routes, secure facilities, hazardous materials (HAZMAT) locations, and gas or power panel locations). Information provided in advance by building owners and local jurisdictions could be extremely beneficial to the safety and efficiency of responders in the field.

2.0 Purpose and Scope

This solution will provide on-scene situational awareness of building layouts, as well as where and how other key safety factors are situated. This technology will complement DHS S&T location and tracking technologies currently in development (e.g., Precision Outdoor and Indoor Navigation and Tracking for Emergency Responders (POINTER)) that use floor plans as inputs (to be used as background maps, for example) for commanders to keep tabs on responders when visibility is low or unavailable. The solution will also support incident planning, which is an essential element of effective response by any first responder agency—better informed-responders lead to safer operations and better outcomes for the public.

3.0 Background Environment

Currently, there is not a consistent information collection method. In a best-case scenario, building management may provide data in hardcopy or electronic format to officials from the fire marshal’s office, or to personnel from the fire company. That information may then get stored in hardcopy format inside the first-due fire units, or in electronic format on a mobile data computer; if the jurisdiction has deployed equipment that is capable of associating additional data with a specific address. The information provided may contain anything from detailed floorplans to contact information. There may not be an established mechanism for building management to notify first responders of any changes to the floor plan, hazards, or to identify who is in possession of the previous set of data provided. All too often, the primary sources of information for an arriving fire company is the map on the fire alarm panel and oral knowledge passed on from previous calls or visual inspections of the premises.

3.1 Mission Scenarios

This solution will provide baseline floor plans and site safety information to provide operational context for tracking systems, HAZMAT response, augmented reality and many other first response applications. From an operational perspective, this will allow first responders to be better aware and plan more effective responses to emergency situations.

3.2 Current Technology Shortfalls and Threats

Access to this visual, situational data has been highly sporadic and disjointed; and is not widely available except in specific installations. Lack of reliable floor plans and safety data is hindering the fielding and use of active and proposed DHS projects that require floor plans and safety data as inputs, such as tracking and sensor systems reporting locations that need to be displayed on accurate floor plans.

Additionally, this solution will likely have policy implications at the state and local level, as well as with insurance companies, as it could impact requirements for floor plan and safety data to be shared among agencies. It will also require policies to prioritize which buildings must share floor plan data and with what priority.

4.0 Potential Solution Attributes

Just as the lock box has become a recognized and standardized method of providing responders with the physical keys to a structure, this technology can similarly become a recognized and standardized method of providing up-to-date building information to responders in electronic format.

4.1 Additional Capabilities

This solution will provide responders the ability to know the layout and critical safety data of buildings. Better informed-responders will lead to safer operations and better outcomes for the public. Ultimately, this will provide safer environments for operators and more effective responses, resulting in lives saved (both civilian and first responder) and reduced damage.

5.0 Solution Capabilities and Requirements

5.1 Must Have Requirements (Key Performance Parameters)

The proposed solution must:

• Have methods to upload and convert floor plans and mapped safety features to industry-standard data formats, making it easy for users to upload floor plans and other safety data.

• Include mechanisms (default being two dimensional; three dimensional preferred) needed to translate floor plans prepared for engineering purposes into simplified floor plans suited for emergency response (low-level engineering details removed; specific rooms and stairs/elevators clearly marked).

• Have the ability to be displayed to the user via Android, iOS and/or heads-up display (with an internal or external feature).

• Include mechanisms for easily sharing data across agencies, supporting display in both Emergency Operations Centers and in-field viewing. One requirement is for the data to be geo-rectified so it can be used in backgrounds on tracking tools (POINTER, other trackers and sensors providing location data).

• Include mechanisms for storing, archiving, and retrieving information, according to agencies’ individual policies.

• Include mechanisms to ensure information security and assurance of the information, putting public safety grade protections in place.

• File formats cannot be “locked” or otherwise restricted using Digital Rights Management or any other similar technology. Systems storing and ingesting the data must be able to incorporate the information into other systems, overlaid with other layers, and potentially modified by the agency to add relevant annotations.

• All data must be secured during storage and transmission using best-practices for sensitive but unclassified information, including the capability to update and patch any software to remedy any vulnerabilities or defects that are found.

5.2 Desirable Capabilities or Characteristics

The proposed solution should:

• Include the ability to integrate existing floor plans.

• Include the ability to dynamically upload data in near-real time to support incidents.

• Include information assurance and protection policies, including access controls, change management, cybersecurity protections, etc.

6.0 System Support

6.1 Contractual Requirements

6.1.1 Period and Place of Performance

The length of time of the contract will be between 15-18 months, and will not exceed 18 months.

All developmental activities will be performed at the contractor-designated site(s). DHS may require the contractor to perform critical design reviews and/or product presentations at DHS-specified locations.

6.1.2 System Affordability

The solution will be cost-effective so first responders from a wide variety of jurisdictions will be able to afford this. First responder agency budgets are limited and should be taken into consideration when developing and determining a price-per-unit cost model.

6.1.3 Regulatory/Legal Requirements

DHS is committed to providing information regarding the availability of this technology to the first responder community. As a final deliverable, project performers will be required to submit applications to add the technology to the Federal Emergency Management Agency Authorized Equipment List and the Inter-Agency Board for Equipment Standardization and Interoperability Standardized Equipment List.

6.1.4 Contract Deliverables

DHS is committed to ensuring the success of this technology. Project performers will provide DHS with a minimum of three prototype deliverables, which will be used for post-contract testing and evaluation.

DHS is also committed to ensuring first responder use of this technology. Project performers will be required to provide DHS with documented metrics regarding product sales and estimated production costs for the first three years after commercialization. Additionally, project performer may be requested by DHS to participate in operational exercises, demonstrations, and conferences for the first three years after commercialization in order to promote first responder technology awareness.

6.2 Solution Support

6.2.1 Training

Training information, as required, shall be provided on any specialized equipment, and shall include how to properly store, clean, deploy, and maintain the basic ensemble/unit. Any specialty requirements of personnel conducting maintenance, storage, extraction, or delivery, including certification requirements, will be identified. Training material shall be available initially in hard-copy and subsequently in soft-copy format.

6.2.2 Storage and Maintenance

The contractor shall identify all necessary storage and maintenance requirements for the proposed solution including: the required maintenance schedule, identification of the specific components of the ensemble that requires maintenance, the type of maintenance required, and whether the maintenance can be performed in the field by operational personnel or if it will be required to be returned to the manufacturer for the required maintenance.

If the proposed solution is virtual, describe any storage or maintenance requirements, including archival activities, and the personnel performance needs associated with the solution.