Example of Full Scale Exercise Task Order SOW.pdf

75N96020Q00001

1 Statement of Work

Sample Task Order for a Full-Scale Exercise

Background and History

The National Institute of Environmental Health Sciences (NIEHS) is headquartered in Research Triangle Park, NC, and is one of 27 institutes and centers comprising the National Institutes of Health (NIH), and the only NIH Institute not headquartered in Bethesda, MD. The mission of NIEHS is to discover how the environment affects people to promote healthier lives.

The NIEHS occupies a 377-acre federal campus with ten owned buildings, a nearby campus warehouse, and an off-campus leased office building (Keystone Building) which is located within a mile from the campus. The NIEHS campus is adjoined by a 134-acre EPA federal campus. The total campus consists of land, buildings, roadways, parking areas, underground utilities, and Discovery Lake located near the center of the property.

Project Scope

The NIEHS requires assistance with the development and the conduct of an Emergency Management Full-Scale Exercise (FSE). The Exercise and all documentation shall be Homeland Security Exercise and Education Program (HSEEP) compliant (https://www.fema.gov/hseep). The Contractor will work with the NIEHS Contract Officer Representative (COR) and the NIEHS Security Manager (SM) to develop a realistic scenario at the NIEHS and U.S. EPA campus. The NIEHS, EPA, and the Contractor will coordinate interaction and participation of key stakeholders, management, local participants, and the employee population. The Federal Emergency Management Agency (FEMA) developed HSEEP is a common exercise guidance and certification program that comprises a standard for this type of exercise. HSEEP includes methodology, standards and terminology that will be used to carry out the NIEHS/EPA exercise. The NIEHS/EPA FSE will be designed to create a learning experience for the exercise players from which to implement our current plans, policies and procedures.

The project includes the development, delivery, execution, evaluation, and documentation with recommendations for improvement based upon an exercise for at least one significant scenario. The scenario will involve a threat to be chosen in the first phase of the exercise development. The exercise will include at a minimum:

• Planning and coordination of the exercise design

• Collaboration with stakeholders

• Major event development

• Development of exercise goals and objectives based on the event

• Production of all exercise documentation including analysis of the exercise

• Documentation of meetings, sign-in sheets, and any specific plans and procedures

• Submission of exercise announcements and coordination communications

• Exercise facilitation and evaluation

• Hotwash / lessons-learned facilitation and hot wash discussion documentation https://www.fema.gov/hseep

2 Statement of Work

• Development of an After-Action Report (AAR), and Improvement Plan (IP)

• Recommendation on HSEEP compliant modifications to local procedures and plans

III. General Information

A. Security

The NIEHS/EPA FSE is an unclassified and non-sensitive exercise. The control of information is based on a need to know regarding the nature of the exercise rather than content security.

Specific exercise material is intended for the exclusive use of specific exercise groups;

however, participants may view the materials of other groups as deemed necessary to ensure FSE performance. All exercise groups and participants should use appropriate guidelines published within the FSE documentation to ensure proper information control. Public release of exercise materials to third parties is at the discretion of the COR, CO, or planning team leadership.

Local security staff will control entry to the campus and exercise venues. To prevent confusion and interruption of the exercise, access to the exercise sites will be limited to exercise participants only. Players should advise their venue’s controller or evaluator if an unauthorized person is present. Each organization should follow its internal security procedures, augmented as necessary to comply with exercise requirements. Exercise facilitators and direct participants will have a form of visible identification.

B. Assumptions for the FSE

The following general assumptions and expectations applied to the FSE:

• The exercise will be conducted in a no-fault learning environment;

• Exercise simulation will be realistic and probable;

• The exercise will include sufficient detail from which to react;

• The systems and processes, not individuals, will be evaluated;

• A directory for communications will be available for players to use during the exercise;

• Exercise players will react to scripts, events, and information as they are presented;

• The Exercise Director will initiate exercise play;

• The decision to conclude the exercise will be determined by the Exercise Director;

• Real-world emergency needs take priority over the exercise;

• All communications (written, phone, etc.) made during the exercise will begin and end with the phrase, “This is an exercise” or “Exercise, Exercise, Exercise”, or a similar phrase.

• “Real-World Emergency” will be the designated phrase that indicates there is an emergency in the exercise area requiring immediate attention.

• “Timeout” will be the designated phrase used by controllers to temporarily stop exercise play.

C. Constraints

3 Statement of Work

The following constrains on the FSE are noted to assist with planning:

• Exercise communication and coordination will be limited to the participating exercise members.

• Communication methods will be defined in a Communication Plan which is part of the Exercise Plan.

• The participants may need to balance exercise play with real-world emergencies.

It is understood that real-world emergencies will take priority.

D. Background Information

The NIEHS has documented several emergency management plans, formal groups, and previous exercise planning events. The EPA may contribute similar plans and participants.

Many of the existing groups and teams have existing disaster recovery, contingency, or other plans specific to their group functions. The exercise will require working with local responders from Durham City and County if those organizations are able to participate. Notable background information on several known exercise elements include:

• NIEHS SLG: The NIEHS Senior Leadership Group (SLG) consists of the Institute’s senior management team.

• NIEHS COOP: The NIEHS has an active Continuity of Operations Plan (COOP) and its related organizational structures.

• NIEHS EOP: The NIEHS has a documented Emergency Operations Plan (EOP) which is specific to our lead responders and leadership.

• NIEHS DAP: The security staff utilizes a Dispatchers Action Plan (DAP) that is the security guard event management guide.

• NIEHS EOC: The NIEHS has a dedicated facility used as our NIEHS Emergency Operations Center (EOC). The EOC is in building 105, Room P106C.

• NIEHS CMC: The COOP plan utilizes a Crisis Management Center (CMC) for the NIEHS Senior Leadership Group (SLG) that meets in building, 101, Room B200.

• NIEHS SOC: The NIEHS has a dedicated facility that serves as the Security Operations Center (SOC) that serves as our central coordination facility for security operation. The SOC is in building 105, Room P106B.

• NIEHS ICC: The Incident Command Center (ICC) is located on campus as a gathering for emergency responders. This operational on-scene command group will make real-time exercise decisions during the FSE.

• NIEHS ET: The NIEHS has eight Emergency Teams (ET) that assemble in the EOC that carry out different essential functions.

(1) Administrative and Logistics Team (ALT),

(2) Animal Resources Team (ART),

(3) Communications Team (CT),

(4) External Research Team (ERT),

(5) Facilities Team (FT),

(6) Information Technology Team (ITT),

(7) Internal Research Team (IRT),

(8) Safety and Security Team (SST).

4 Statement of Work

D. Logistics

Parking and transportation will be the responsibility of the participants.

Meals and refreshments will be made available for the convenience of the exercise participants by the Contractor if the exercise plan requires dedicated support through meal periods and only for those in a dedicated exercise area such as the EOC and ICC. If the FSE allows a break for meals built into the schedule, then meals will not be provided.

Cleanup and restoration of the FSE area(s) are the responsibility of the Contractor in order to restore pre-FSE conditions.

Public Affairs: Media coordination and all Public Affairs communications will be approved by the NIEHS Public Information Officer (PIO).

Safety Officer: The NIEHS safety officials will need to be coordinated with and certain activities approved by the Safety Officer.

E. Supporting Materials

All supporting materials required to conduct the exercise will be provided by the Contract. The list of needed materials and other direct costs will be provided. The supporting materials may include props, actors, moulage for injured/victims, signage, flyers, and other necessary materials and supplies.

IV. Exercise Objectives and Operations

The FSE will promote preparedness, validate plans, apply policies, test procedures, and determine the effectiveness of our command, control, and communications functions. The primary objectives for this are:

• Planning Phase: Assess the NIEHS/EPA environment and develop an Exercise that provides extensive testing and feedback of the campus emergency preparedness.

• Execution Phase: Conduct and Administrate the FSE to demonstrate our actual response capabilities and provide experience for team interactions and process.

• Analysis Phase: Analyze, assess, and provide written recommendations on the Exercise and how best to improve the NIEHS/EPA emergency preparedness functions.

A. Planning Phase

The Contractor will conduct a kickoff meeting to coordinate the needed information between the government and the Contractor. The kick-off meeting will discuss the FSE timeline, weekly status reports, participant lists, and other planning activities. The Contractor will review the current emergency plans to better understand NIEHS’s organizations and campus. A proposed schedule of all meetings and events will be presented at the kickoff meeting to be approved by the government.

The Contractor will hold a combined Concept and Objectives Meeting with the Initial Planning Meeting and deliverables. The Contractor will produce an Exercise Plan and

5 Statement of Work

Situation Manual from the results of these early meetings. The Contractor will work with the government to outline the design of the exercise and establish options for the threat(s) involved for this exercise. Once approved by the COR the Contractor will develop a full-scale exercise plan that is documented with supporting processes and coordinated with a planning events calendar. The exercise will include a communications plan that provides the government timely notices to the community about what to expect and how to proceed within limits to the exercise. Contractor management and critical personnel for the exercise must attend a site tour and be familiar with NIEHS/EPA campus prior to a mid-phase planning meeting.

The Planning phase will include the standard steps and documents of the HSEEP. The Contractor will develop the appropriate HSEEP-required documents and procedures needed to arrange a successful FSE. Requirements include, as a minimum, the following:

• Kick-off meeting

• Concept and Operations Meeting with the Initial Planning Meeting

• Develop and document a realistic/ probable scenario for the FSE

• Facilitate the Exercise Planning committee

• Obtain COR approval for the Exercise scenario

• Conduct Mid-Term Planning Meeting

• Conduct Final Planning Meeting

• Develop the Situation Manual

• Develop the Facilitator Guide

• Develop a Training Presentation for all participants

• Develop the Exercise Plan

• Develop the Controller and Evaluator Guides/Handbooks

• Develop the Master Scenario Events List (MSEL)

• Develop the required Extent of Play Agreements

• Develop the Exercise Evaluation Guides

• Develop the Participants Feedback Form

The Contractor will facilitate planning meetings, develop written materials and presentations that support the timeline for the FSE, develop an engaging scenario considering our local environment, and identify needed stakeholders. The contractor shall plan to conduct, facilitate, control, and evaluate a FSE and all exercise activities at NIEHS/EPA to conduct this HSEEP-compliant exercise in a single day (six to eight hours). This support activity includes providing facilitators, controllers, observers, actors, volunteers, managers, and evaluators at all necessary locations on the NIEHS/EPA campus (to include the NIEHS Keystone building) to ensure success. The Incident Command Center (ICC), at the NIEHS CMC, and at the NIEHS EOC will be appropriately staffed to ensure proper exercise facilitation and leadership.

The Contractor will develop a Master Scenario Events List (MSEL) package. The MSEL details benchmarks for the FSE and injects drivers for exercise play input. It provides information expected to originate from non-participating organizations, agencies, and individuals that would usually respond to a situation within the FSE. The MSEL shall include a timeline for

6 Statement of Work scheduled exercise injections and expected participant actions. The MSEL shall include individual event injection details that include descriptions of each exercise event. The MSEL will include the following event details as a minimum: inject time, intended recipient, responsible party, inject category, participant expected action and some descriptive details.

The MSEL is be reviewed by the exercise planning committee which will be facilitated by the Contractor.

The roles and responsibilities will be defined by the Contractor for all formal roles such as the Exercise Director, controllers, evaluators, actors, and observers. If any of these roles are not needed for our FSE this also should be noted in the planning documentation. This will be a real-time, full scale exercise. The exercise will be controlled using scripted messages and evaluated based upon the exercise objectives. In addition to exercising the Government key players, managers, and stakeholders, the exercise shall include exercising the campus general population in the scenario. A minimal participant list is included in Attachment B. The Contractor will conduct meetings for HSEEP-required planning meetings with relevant stakeholders. Meeting minutes will be provided to the COR.

Planning for the execution phase activities will require many documented supporting materials to include Facilitator, Evaluator, and Participant Instructions, feedback forms, and other documents. All documents and related exercise processes must be approved by the Government. The Contactor shall recommend specific timeline for each phase outlining their approach and limits for actions, developments, and role play.

The Contractor will conduct training briefings before the FSE for the facilitators, evaluators, and controllers. The Contractor will conduct a final planning meeting to formally finalize and accept the exercise materials, logistical plans, and other FSE materials.

B. Execution Phase

The Contractor will facilitate and conduct the exercise on the NIEHS/EPA campus based on their Exercise Plan (EXPLAN) approved by the COR. Staff will be provided to facilitate the exercise. The Contractor will facilitate, observe and record key actions, success, issues, and lessons learned to prepare for the analysis of the FSE. The exercise will incorporate the following groups and teams as a minimum requirement:

• Activate, staff, and operate the Emergency Operations Center (EOC) utilizing EOC Staff and all eight emergency teams:

(1) Administrative and Logistics Team (ALT),

(2) Animal Resources Team (ART),

(3) Communications Team (CT),

(4) External Research Team (ERT),

(5) Facilities Team (FT),

(6) Information Technology Team (ITT),

(7) Internal Research Team (IRT),

(8) Safety and Security Team (SST).

7 Statement of Work

• Activate, staff, and operate the Crisis Management Center (CMC) utilizing the Senior Leadership Group (SLG).

• Implement the Incident Command System (ICS) in response to an incident and effectively transition to a Unified Command System (UCS) incorporating local responding agencies.

• Interface with local, state, and federal agencies examining the interface and understanding among agencies in the conduct of incident management activities.

• Provide timely information to the population and assist in minimizing chaos utilizing media resources with the coordination of local, state, and federal agencies.

• Exercise all personnel in buildings on campus to include a nearby campus warehouse and the off-campus Keystone Building.

• The EPA may provide participants and observers during all phases of the project.

The project is focused on the NIEHS and its core emergency response capabilities. However, the campus includes 3 access gates with two gates operated by EPA guard staff. The NIEHS also has a 4th gate that is operationally closed. And, the NIEHS operates a gate at the NIEHS Warehouse building 110 that is not accessible from inside the primary campus. Both the Warehouse gate and the NIEHS operated gate are accessible from T.W. Alexander Drive.

The Warehouse gate has restricted hours. The main NIEHS gate has 24-hour staffing. The Security Operations Contract is shared for the campus between EPA and the NIEHS.

Therefore, the NIEHS exercise is closely tied to many EPA support structures and relationships.

The Contractor will manage the entire exercise according to all the requirements from the planning phase. Documentation and ongoing observations will be recorded for use in the post-exercise analysis. This FSE will test the abilities of the various teams to conduct notifications and other communications. The FSE will test the ability of the organization to identify and coordinate appropriate decisions such as transportation routes, response communications, information intake, information processing, information tracking, and resource management.

The FSE will follow a scripted approach designed to enhance our local response capabilities.

Each step in scripted process will be evaluated for needed updates to planning, process, and procedures. The exercise will provide practice for the local teams and management.

Expected actions will be scripted and other responses will be identified for later analysis.

The FSE will be quickly followed-up with a hotwash meeting and data collection process to identify strengths and weaknesses and to gather immediate feedback. Analysis of this information will provide the NIEHS with responsibilities, assignments, and timelines for improvements. The hotwash meeting(s) and data feedback collection effort will reach all exercise participants.

8 Statement of Work

C. Analysis Phase

The FSE will include an After-Action Review (AAR) and AAR Report that evaluates our responses to the scenario according to federal capability requirements including any requirements for health and environmental capabilities that apply to the scenario. The FSE responses will be evaluated for improvement comparing planned responses with actual responses. The NIEHS desires to test and evaluate their relationships with off campus partners and responders. The NIEHS seeks to validate any plans and agreements necessary for successful emergency response. The HSEEP-certified personnel will assess and address the needs over the depth and breadth of the industry and federal best practices. An After- Action Review (AAR) will be started immediately after the FSE. The AAR will employ standard processes to include meetings with stakeholders and cover the following primary questions:

• What was expected to take place during the FSE?

• What did occur during the FSE?

• What went well noting why these components went well?

• What could be improved and how these components could be improved?

The AAR activity will include a preliminary report to the COR, and presentation to the COR, a comment period, a final report and executive presentation at the NIEHS. The final report on the FSE will detail recommendations focusing on results of the FSE highlighting where the NIEHS can overcome obstacles and improve performance. The analysis should address clarification of roles and responsibilities, identification of vulnerabilities with current processes, and recommendations for needed improvements. An Improvement Plan will be part of the

AAR.

V. Other Requirements

Key Deliverables

Key Deliverables are expected to support the goals and objectives of this project as it is performed under this Contract according to the stated requirements. The key deliverables are listed at Attachment 3. The deliverables will begin with a kick-off meeting within 2 weeks of award. Weekly reports are expected and documented. Meetings will have documented minutes.

Place and Period of Performance

Exercise will be conducted on the NIEHS/EPA campus, the NIEHS Warehouse, and offsite Keystone Building in Research Triangle Park, NC. The Contractor will perform all requested services within 24 weeks from the date of award to accomplish all phases of this project to include delivery of all after action activities and reports. The Planning Phase is limited to 14 weeks or less after the kick-off meeting. The Execution Phase is limited to 4 weeks or less after the Planning Phase. The Analysis Phase is limited to 6 weeks or less after the FSE.

9 Statement of Work

Government Furnished Components

NIEHS/EPA will provide all facilities for the exercise, meeting locations, limited exercise support personnel (a few victims and runners), and equipment used by exercise participants.

Government Furnished Equipment (GFE) will be provided upon request to support the actual exercise component if required. GFE is not provided for the administration of this contract.

Contractor Furnished Equipment

Please be aware that any equipment used by the contractor during the exercise cannot be connected to the NIEHS network other than for NIH wireless guest access. Internal VPN connectivity will not be provided. NIH computer accounts will not be provided unless specifically justified and approve 30 days in advance of the need. The contractor should request GFE for any expected needs that require the campus network. CFE needs to be clearly marked for easy identification. Any Internet connectivity for CFE beyond the NIH Guest Wireless network will be provided by the Contractor.

VI. Deliverables

This table of deliverables provides an outline of most significant documented requirements. The Contractor may provide other documentation and materials as needed.

Any materials and procedures in the HSEEP standards are applicable. Any changes to the sample time line and documentation needs must be approved by the COR.

Standard formatting for all documents will be presented in Microsoft Office Products or PDF unless otherwise specified. Meetings may be conducted remotely by teleconference unless indicated on-site, in which at least one contractor must be present to conduct the meeting(s).

Table of Deliverables

Deliverables Due Type Format Kickoff Meeting with COR NLT 15 days after award One-Time In-Person; onsite Weekly Work Progress and Activities Report Each Friday COB Recurring Document Meeting Minutes for any official meetings held in support of the FSE Ongoing Ad-hoc Document Conduct all components described in the Planning Phase of the FSE Ongoing Ad-hoc Conduct all components described in the Execution Phase of the FSE Ongoing Ad-hoc Conduct all components Ongoing Ad-hoc

10 Statement of Work described in the Analysis Phase of the FSE Primary personnel take NIEHS/USEPA tour NLT 35 days after award One-Time In-Person; onsite

Deliverables for the Planning Phase Concept and Operations Meeting with the Initial Planning Meeting NLT 35 days after award One-Time Teleconference and in-person Develop and document a realistic/ probable scenario for the FSE NLT 45 days after award One-Time Document Facilitate the Exercise Planning committee Begin NLT 35 days after award One-Time Teleconference and in-person Obtain Federal Approval for the Exercise scenario NLT 50 days after award One-Time Document Draft Exercise Plan NLT 55 days after award One-Time Document Draft Situation Manual NLT 55 days after award One-Time Document Conduct Mid-Term Planning Meeting NLT 60 days of award One-Time Teleconference and in-person Develop the draft Master Scenario Events List (MSEL) Package NLT 60 days of award One-Time Document Develop draft Controller/Evaluator Handbooks (CE) NLT 70 days of award One-Time Document Develop draft Exercise Evaluator Checklists/Guides NLT 70 days of award One-Time Document Conduct Final Planning Meeting NLT 80 days of award One-Time Teleconference and in-person Finalize the Situation Manual NLT 90 days of award One-Time Document Finalize the Facilitator Guide NLT 90 days of award One-Time Document Develop a Presentation for all participants NLT 90 days of award One-Time Document Finalize the Exercise Plan NLT 90 days of award One-Time Document Finalize the Controller and Evaluator Guides/Handbooks NLT 90 days of award One-Time Document Finalize the Master Scenario Events List NLT 90 days of award One-Time Document Finalize any required Extent of Play Agreements NLT 90 days of award One-Time Document Finalize the Exercise Evaluation Guides NLT 90 days of award One-Time Document Finalize a Participants Feedback Form NLT 90 days of award One-Time Document Finalize other appropriate HSEEP-required documents and procedures needed NLT 98 days of award One-Time Document

Deliverables for the Execution

11 Statement of Work

Phase Conduct and Participate in Safety Briefings NLT 112 days after award One-time In-Person; onsite Provide Facilitator, Evaluator, Controller, and Participant Briefings/Training NLT 112 days after award Ad-hoc In-Person; onsite Conduct Situation Briefing/Presentation to NIEHS Participants NLT 119 days after award Ad hoc In-Person; onsite Facilitate, Lead, Moderate, and Conduct the Exercise NLT 125 days after award Ad hoc In-Person; onsite Conduct Hotwash of the FSE Within 24 hours of the FSE Ad hoc In-Person; onsite

Deliverables for the Analysis Phase Facilitate and conduct AAR meeting(s) NLT 15 days after the FSE 10 days after FSE One-Time Provide draft After-Action Report (AAR) 20 days after FSE One-Time Document Provide a briefing of the AAR 25 days after FSE One-Time Teleconference and in-person Provide final AAR with Improvement Plan 35 days after FSE One-Time Document Provide an executive briefing of the AAR 42 days after FSE One-Time Teleconference and in-person