Volunteer_Emergency_Response_Awareness_SOWv1.pdf

U.S. Department of Transportation Attachment 1 Pipeline and Hazardous Materials Safety Administration

1.0 Background and Objective

The most important aspects of pipeline emergency preparedness and response are communication and cooperation between pipeline operators and emergency responders.

Establishing positive working relationships with volunteer fire services before emergencies occur is an important aspect of pipeline safety. The Pipeline and Hazardous Materials Safety Administration (PHMSA) recognizes that volunteer fire services consists of approximately 788,250 volunteer firefighters.

2.0 Scope

This Statement of Work (SOW) describes a requirement to provide project management, recommendations and concepts to meet the objective of raising pipeline awareness and disseminating information out to members of the volunteer fire service associations in every state, through the use of national pipeline emergency response awareness program tools. The contactor will work in close coordination with PHMSA’s Office of Pipeline Safety (OPS) and other stakeholders (e.g., TRANSCAER, Volpe, U.S. Fire Administration), as necessary.

3.0 Tasks and Deliverables

Task 1: Project Planning and Management The contractor will coordinate with PHMSA to participate in pre-planning activities such as conference calls and discussions regarding the scope, plan of action and milestones, and deliverables for the project. The contractor will conduct a comprehensive review, analysis, and determination for effectiveness of existing training and communication methods utilized for the volunteer fire service community.

Deliverables:

1) Kick-off meeting and summary report.

2) Detailed short and long-term project plans that will include deliverables, outreach mechanisms, individual’s responsible, and schedule for review and approval by PHMSA.

a) Short-term plan will address mutually agreed upon PHMSA top priorities and low-hanging fruit that will be executable within 12 months.

VOLUNTEER FIRE EMERGENCY RESPONDERS

AWARNESS PROGRAM

Statement of Work 05/30/2017

b) Long-term plan will consist of mutually agreed upon comprehensive considerations specified by each option year (up to five years).

3) Quarterly status reports that will include an overview of current status of the deliverables (completed and upcoming tasks), justification for delayed deliverables (if applicable) and proposed modification to be pre-approved by PHMSA, and individual’s task responsibilities via email (delivered to PHMSA Technical Point of Contact and Contract Specialist).

Task 2: Recommendations and Concepts:

The recommendations and concepts report will focus on promoting awareness, educating preparedness and response, and incorporating pipeline emergency response to volunteer fire service training curricula. This will be accomplished by working through state associations, outreach at national fire service trade shows, and unique marketing relationships with other national fire services and training organizations.

Recommendations will target volunteer fire service communities based on PHMSA’s top priorities (e.g., state damage prevention adequacy evaluation, proposed new pipeline and LNG construction sites, recent major pipeline events).

Deliverables:

a) Recommendations report should contain (at a minimum) the following:

1. How the contractor will facilitate the dissemination of information out to the volunteer fire service community.

2. Identify tools and how the contractor will encourage and promote the use of such tools to improve the pipeline safety message amongst the volunteer fire service community.

3. How the contractor will get fire departments to include planning/preparing for pipeline incidents as a part of their pre-planning and/or all hazards risk assessments.

4. Identify strategies and tools that will best reach intended audience.

5. Identify specific, measurable, attainable, relevant, and timely metrics that will be used to measure awareness of pipeline safety amongst the volunteer fire service community.

Task 3: Development of Communication Toolkits Utilizing resources from PHMSA and contractor’s subject matter experts, the contractor will develop pipeline emergency response communication toolkits that will resonate with the volunteer fire service community. Communication toolkits should be easily adaptable, include pipeline emergency response best practices, contain practical template materials (text, layouts, images, etc.), and suggested key messages aimed at local volunteer fire service communities. The recommendations report will include the format for the toolkits which are likely to include web-based training, flyers or brochures for trade shows to promote the training, subject-matter expert articles for national and state fire service publications and potentially in-person training based on available funds and demand.

Deliverables may include but not limited to:

a) DRAFT Incident Action Plans (IAPs) using NIMS forms (again building on existing platforms) - ICS 215.

b) DRAFT Incident Briefing Forms (ICS 201).

c) DRAFT Assignment Lists (ICS 204) and other NIMS forms, e.g. 208 (Safety

Message/Plan), 205 (Radio Communications Plans), etc.

d) Pipeline Operator "cheat sheet" guide - list of operator name(s), contact information

(numbers, e-mails, etc.) for operators in their jurisdiction.

e) Table top drill templates.

f) NPMS Awareness sheet - one (1) pager.

g) All toolkits should be web-based.

Task 4: Promote and Disseminate Information to the Volunteer Fire Service Community:

The contractor will work in close coordination with PHMSA to convene and facilitate the implementation and rollout of information to targeted volunteer fire service communities based on PHMSA’s list of top Damage Prevention states and PHMSA’s top priority list that will be provided for concurrence.

Deliverables may include but not limited to:

Targeted communities for rollout will be based upon PHMSA’s list of top Damage Prevention states for 2016 and PHMSA’s top priority list.

a) The number of targeted communities for the first year period of performance will be agreed upon by both parties.

b) Provide measurable metrics (e.g., number of target audience, number of registrants, and certificate of course completion) from targeted volunteer fire service communities.

4.0 Staffing

The contractor must demonstrate knowledge, experience, expertise and availability of the proposed staff. Past performance of similar projects must be clearly addressed. Resumes of proposed key personnel must be included and should demonstrate the relevance of each person’s experience to the current effort.

POSITIONS Minimum Experience Level

Project Manager 7 years

Subject Matter Expert 10 years

Senior Program Manager 7 years

Visual Graphic Designer 1 5 years

Publications Designer 5 years

Interactive Media Specialist I 5 years

Administrative Assistant 2 years

Communications/Outreach

Consultant II

5 years

5.0 Option Year(s) Task and Deliverables

Task: Promote and Disseminate Information to the Volunteer Fire Service Community:

The contractor will work in close coordination with PHMSA to convene and facilitate the implementation and rollout of information to targeted volunteer fire service communities.

Based on PHMSA’s top Damage Prevention states and PHMSA’s priority list that will be provided for concurrence per option year exercised, the contractor will incorporate pipeline emergency response training into the volunteer fire service training curricula.

Deliverables may include but not limited to:

Targeted communities for rollout will be based upon PHMSA’s top Damage Prevention states and priorities per option year exercised.

a) The number of targeted fire service communities for the option year period of performance will be agreed upon by both parties.

b) Deliver training curricula and update training data as needed.

c) Provide measurable metrics (e.g., number of target audience, number of registrants, certificate of course completion) from targeted volunteer fire service communities.

d) A mid-term and final status report per option year exercised.

6.0 Period of Performance

The period of performance is one (1) year from the date of execution with four (4) optional years.