Attachment_B_Performance_Work_Statement.docx

Attachment B Performance Work Statement Evacuation Planning and Operational Support For Motor Coaches 12/26/2013

1.0 Background:

FEMA has a requirement for generalized preparedness planning, disaster-specific planning and operational support in order to facilitate the motor coach evacuation of the general population in response to national events. National events are when federally provided operational support capabilities are needed to support activities that otherwise exceed available local and state resources. The Federal Emergency Management Agency’s (FEMA) provision of contractual services for evacuation planning and operational support has the potential to prevent the unnecessary loss of life in the days prior to landfall of a hurricane other major disaster, or national event. The planning and execution of an evacuation relies on many modes of transportation including ground, air, watercraft, and rail methods. Upon activation, support for these requirements will be on a 24 hour, seven day a week basis, enabling FEMA to proactively support emergency evacuation resulting from imminent hurricane devastation and/or potential future natural, technological, or manmade disasters.

The Robert T. Stafford Relief & Emergency Assistance Act or Stafford Act states that the President shall provide technical assistance to the States in delivering comprehensive plans and practicable programs for preparation against disaster. The Stafford Act also states the need for the Federal Government to provide essential assistance on the direction of the President in meeting the immediate threats to life and property resulting from a major disaster.

In accordance with the Post-Katrina Emergency Management Reform Act 2006 (PKEMRA), PUBLIC LAW 109–295, under Section, 512 C 1 &2 (Evacuation Plans and Exercises), the Administrator of FEMA may establish any guidelines, standards, or requirements determined appropriate…to ensure effective mass evacuation planning for State, local, and tribal areas. This includes making assistance available upon request of a State, local, or tribal government to assist hospitals, nursing homes, and other institutions that house individuals with special needs. The Act also establishes, maintains, and exercises mass evacuation plans that are coordinated and integrated into the plans developed by that State, local, or tribal government under this section.

The Mass Evacuation Incident Annex (June 2008) Mass Evacuation Incident Annex | FEMA.gov to the National Response Framework (May 2013) National Response Framework | FEMA.gov provides an overview of mass evacuation functions, agency roles and responsibilities, and overall guidelines for the integration of Federal, State, tribal, and local support in the evacuation of large numbers of people in incidents requiring a coordinated Federal response.

2.0 Objectives:

The purpose of this Performance Work Statement (PWS) is to provide evacuation planning and operational support for rapid and large-scale (as many as 100 or more motor coaches) motor coach evacuation of general population. The Contractor shall be aware that vehicles other than traditional motor coaches may be used to support a large-scale ground evacuation for any given event. Such vehicles may include school buses, passenger limousines, or other forms of mass ground conveyance. This contract will not provide motor coaches or drivers. However, the contract will include evacuation planning and operational support for any motor coaches procured by the state or local jurisdiction that will be used for evacuation purposes. The planning will also include evacuee re-entry efforts as defined in section 3.0.

3.0 Scope:

The Contractor shall provide large-scale evacuation planning and operational support facilitating motor coach evacuation of general population evacuees upon task order issuance. This process may occur with little or no advance notice. The outcome of this effort will require prior consultation with all key evacuation stakeholders, including FEMA Regional office staff. This process will also require a comprehensive response and deployment plan that identifies contingency responses for potential adverse matters effecting a safe evacuation.

Evacuation Planning and Operational Support includes:

1. Evacuation Planning A. Deliberate Planning B. Training C. Exercises D. Recurring Training and/or Exercise

2. Operational Support A. Activation B. Deactivation The contractor may be tasked to identify, coordinate and operate motor coach operational support services addressed in section 2-A if the state is not able to provide these essential evacuation support services and based on a state request.

The contractor may be tasked to support re-entry and/or repatriation of evacuees to a safe area designated by the State.

4.0 Tasks: The Contractor shall perform the task(s) outlined below upon task order issuance:

Task-1 Evacuation Planning Task (1-A) Deliberate Planning

The Contractor shall work with the States and FEMA regions on current approaches and methodologies that State, local, and tribal government entities use to deliver large-scale evacuation plans, including how they establish evacuation routes. Additionally, the Contractor shall deliver plans to FEMA and FEMA Regional office stakeholders that integrate rapid large scale motor coach evacuation operations into established incident command and decision making processes. The Contractor shall review existing State and local government evacuation plans and related evacuation exercises when developing Evacuation Concept Plan and Evacuation Response Operations Plan. Plans must address how involvement of vehicles other than commercial motor coaches will be anticipated and subsequently managed, including essential support services. FEMA’s Mass Evacuation Incident Annex should be used as a CORE guide in the planning process for evacuation of evacuees.

(1-A1) Initial State Assessment

The Contractor shall perform an initial state assessment in coordination with the State’s key stakeholders on State(s) that are being considered for funding to support an evacuation of their general population. This process is intended to provide FEMA with advance knowledge of the preparedness level of each state. It will also require the State to work and collaborate with the National Evacuation contractor to plan for a general population evacuation. Specifically, the contractor shall determine the ability of each State to develop a timely CONPLAN and/or OPLAN.

The contractor’s assessment shall include a work breakdown structure or similar plan that clearly identifies how the development of the CONPLAN and/or OPLAN will be achieved. An implementation plan will also be incorporated into the assessment for all CONPLAN and/or OPLAN phases of development. The overall assessment shall have the approval of the state’s office of emergency management or similar agency.

The plan shall include the start/end date(s) of the initial kick off meeting, site surveys and other required planning meetings. The Contractor shall also include in the planning schedule the names of the State specific agencies and key staff persons (with major decision making authority) responsible for coordinating key stakeholder meetings and providing required deliverables to complete the state’s CONPLANS and OPLANS.

(1-A2) Evacuation Concept Plan (CONPLAN)

The Contractor shall describe the concept of operations for integrating and synchronizing motor coach evacuation transportation capabilities to accomplish mass evacuations. The CONPLAN is a strategic document that provides planning guidance and outlines operational concepts for providing support to a large-scale motor coach operation. The CONPLAN serves as the foundation document for developing a more detailed Operations Plan (OPLAN). The purpose of the CONPLAN is to provide an overall view of the preparedness and operational functions associated with a large-scale motor coach evacuation. The CONPLAN will broadly discuss evacuee requirements by each State mentioned in the task order and the objectives, priorities, and resources of a synchronized motor coach evacuation within the State and, if there is a required, movement of evacuees into adjacent States.

(1-A3) Evacuation Operations Plan (OPLAN)

The OPLAN is a comprehensive plan that describes the policies, procedures, and resources necessary to execute motor coach operations. It serves as the base document for a state’s evacuation and planning operations. The OPLAN includes:

1. Specific resource, personnel and asset allocations in order to execute the goals and objectives outlined in the CONPLAN for each area of operation

2. Planning for evacuations based upon planning scenarios

3. Roles and responsibilities, tasks, timelines of tasks actions, and supporting functional annexes

4. Population demographics, shelter location, evacuee pre-movement times and modalities of transportation and related transportation support services for evacuees

5. Conduct appropriate site surveys. Specifically, a site survey is an evaluation process of potential motor coach evacuation operational sites to ensure suitability for the safe operations of motor coaches and reception of evacuees. The Contractor shall conduct site surveys, review the survey results, and discuss process changes or improvements with the FEMA Regional office stakeholders. The Contractor shall perform the following under a site survey:

a. Conduct activities to search for and identify potential sites for use as Vehicle Staging Areas (VSAs).

b. Conduct activities to search for and identify potential sites for use as Vehicle Refresh Points (VRPs).

c. Ensure evacuee Pick-up Point (PUP) locations are adequate for operations.

d. Ensure established debarkation points are secure and coordinated with follow-up activities (such as subsequent transport, temporary housing, etc.)

e. Ensure all other motor coach support locations are adequate for operations

Facilities and Logistics Support: For sites identified in the five areas above, the Contractor shall ensure deliberate planning for adequate facility support related to security and safety of personnel. The provision of space and facilities at federally designated pick-up and drop-off points is the responsibility of Federal or State/local authorities. The OPLAN shall include Fleet Management support needs of the State as referenced in subsection 2-A4 of this PWS.

The Contractor shall also ensure adequate facility support related to security and safety of personnel in the OPLAN. The provision of space and facilities at designated pick-up and drop-off points is the responsibility of Federal and/or State/local authorities. The OPLAN shall include Fleet Management support needs of the State as referenced in subsection 2-A4 of this PWS.

Stakeholders participating in the planning process shall include, but not limited to, key liaisons from the State/local emergency management offices, FEMA Regional office staff, Governor’s office, State Emergency Support Function (ESF) counterparts, and local leadership as required and needed.

The OPLAN and the CONPLAN shall adhere to structure and key guidelines included in FEMA’s Comprehensive Preparedness Guide (CPG) 101 Version 2.0 inclusive of the following essential elements of State and Local Emergency Operations plans: Organization, progression, consistency, adaptability, compatibility and inclusivity, as addressed in section 3.2 of the CPG. The OPLAN (includes Basic Plan, State Annexes, Host State Appendices, and Attachments) and adhere to National Incident Management System (NIMS) and Incident Command System (ICS) standards. The Contractor may be tasked to provide a State-Specific Standard Operation Procedures (SOPs) to address detailed operations of the OPLAN. These details shall be based on the OPLAN and describe in detail how to carry out the functions of an OPLAN evacuation related task.

(1-A4) Market Survey of Motor Coach Availability

The Contractor shall provide the Government a current Motor Coach Market Survey of fleet availability within 48 hours after task order issuance. This will ensure that this mission critical Motor Coach Evacuation Planning and Operational Support Contract task is not compromised by any state or local jurisdiction not having sufficient motor coach availability (to include drivers) to transport Critical Transportation Needs evacuees to a Reception center and/or shelter in a timely manner. Historically, states have increasingly moved their actual evacuation times closer to the anticipated impact time of the emerging storm (Tropical storm or Hurricane), hence limiting the time for a general population evacuation. Specifically, a Motor Coach Market Survey is a market research process to determine the real time availability of motor coaches within a designated time period. The Contractor shall contact vendors in the localities identified to determine motor coach and accompanying driver availability by collecting, monitoring, and analyzing available real-time market data. The Motor Coach Market Survey shall include number and location of preferred motor coach type, passenger capacity and time required to conduct operation. Market surveys will be conducted in accordance with issued task orders. The task order will identify the frequency, reporting format requirements and geographical regions/markets where the market survey(s) will be conducted. Motor Coach Market Survey(s) shall be submitted within 48 hours of task order issuance or by the date(s) set forth in the task order.

(1-A5) Pre-Hurricane Season Annual Strategic Assessment Meeting

The Contractor shall facilitate an annual strategic assessment meeting (usually no later than April 30th of each contract year) with FEMA Regional staff. This meeting shall be coordinated under the approval of the COR. The purpose of the meeting shall be to assess the threat levels and impact for regions for the upcoming hurricane season. This meeting shall serve as an opportunity to utilize lessons learned and best practices from recent and prior activations and address the anticipated evacuation support needs. This meeting shall take place at a location approved by the COR. The attendees for this meeting shall include the regional office staff responsible for coordination of evacuation support services. Other key Regional office stakeholder staff may be included with prior COR approval. The duration of the meeting is not to exceed one day but with approval of the COR an additional half day may be added. Topics for discussion shall include:

a. Review current States’ OPLANs to determine the levels of potential National office needs based on FEMA established disaster scenarios

b. Review and assess the evacuation limitations of existing OPLANs and provide recommendations for improvement

c. Review, update and synchronize key activation related documents utilized by the Contractor, FEMA Headquarters, and FEMA Regional offices

d. Review established states timelines for evacuations

e. Identify best practices from previous hurricanes or tropical storm activations

f. Updates from the National Hurricane Center The meeting will include an agenda and conference materials, which will be approved by the COR in advance. An effectiveness survey will be developed by the COR to be distributed to participants. Other key components of the annual strategic assessment meeting shall be determined at the task order level.

(1-B) Training

The Contractor shall provide training programs designed for key stakeholders to include: 1) FEMA Regional staff, 2) State, local and tribal government and Non-Government Organization emergency personnel, and 3) Government/Contractor operations-level managers and staff assigned to the Contractor. This training will be an overview of the States’ motor coach evacuation processes based on existing the States’ OPLANs.

The training package for operations and support level personnel will include a testing element. Required training shall include a validation and/or certification of completion and competence. Prior to executing the training the Contractor shall provide a detailed outline of the training inclusive of training content, instructional staff (with related background), goals and objectives. Upon completion of training the Contractor shall provide to the COR a report of training completion inclusive of the names of the members, hours trained and any operational issues and/or gaps identified though the training process.

(1-C) Exercises

The Contractor shall develop, coordinate, and deliver exercises to provide understanding of the OPLAN for the respective State(s) and FEMA Regional office staff stakeholders. Furthermore, the Contractor shall conduct the exercises to validate proof of concept of the OPLAN.

The exercise program consists of one of three types:

· (C1) Tabletop Exercises – designed to familiarize managers and coordinators with roles and responsibilities assigned within the operational plan

· (C2) Functional Exercise – will validate the ability of individual components of the operational plan to activate, deploy and operate. At least one functional exercise will evaluate one Vehicle Staging Area (VSA), Vehicle Refresh Point (VRP), Debarkation Point, and Pick-up Point (PUP)

· (C3) Full Scale Exercise – will validate the entire operational plan with an actual activation and deployment of all operational elements. All functional exercises will be validated including governmental integration, communications, and asset tracking capabilities

1-C1 Tabletop Exercises (TTXs):

The Contractor shall develop an appropriate TTX Test Plan and execute a TTX. The test plan includes a schedule detailing the timeframes, clear scope, scenario, and logistics. TTXs are tools for familiarizing agencies and personnel with current or expected jurisdictional capabilities. TTXs participants include senior staff, elected or appointed officials, or other key personnel in an informal setting discussing simulated situations. TTXs shall be used to facilitate the understanding of concepts, identifying strengths and shortfalls, and familiarizing FEMA Regional office stakeholders with the motor coach evacuation plan and process. Participants shall be encouraged to discuss issues in depth and develop decisions through slow-paced problem solving. A document outlining exercise methodology and objectives must be provided for approval of the COR within 10 days of task order issuance authorizing this activity, unless otherwise specified on the task order. The contractor shall identify a TTX exercise to include:

· Participate in detailed and methodical discussions in an informal setting regarding the roles and responsibilities of the assigned evacuation operational plan

· Discuss and identify the potential strengths, shortfalls and limitations related to the operational plans

· Educate stakeholders and other participants on the purpose, goals, and outcome related to the plan

· Ensure that the agenda exercise is adhered to while addressing and recoding any anomalies related to the planned TTX exercise The Contractor shall provide a report on the results of the TTX to include proposed corrective actions and a corrective action implementation schedule to the COR for their approval.

(1-C2) Functional Exercises (FEs):

The Contractor shall develop an appropriate FE Test Plan and execute a FE. FEs shall focus on exercising the plans, policies, procedures, and stakeholder responsibilities. Movement of personnel and equipment is simulated. A functional exercise simulates the reality of operations by presenting complex and realistic problems that require rapid and effective responses in accordance with a plan. A document outlining exercise methodology and objectives must be provided for approval of the COR within 10 business days of task order issuance authorizing this activity, unless otherwise specified in the Task Order. Once authorized, the Contractor shall conduct FEs to evaluate the initial phase of its emergency operations in accordance with a specified OPLAN. The Contractor shall develop FEs to include:

· Participate in an exercise that presents a multifaceted and genuine simulation of the evacuation operational plan

· Simulate each aspect of the evacuation operational plan addressing activating of the Central Dispatch Operations (CDO)

· Simulation of events requiring the updating of operational plans as necessary

· Participate in events simulating the setting up and managing operational sites to include VSAs, PUPs and VRPs

· Simulate events addressing the operations of the plan’s fleet management services

The Contractor will provide a report on the results of the exercise to include proposed corrective actions, and a corrective action implementation schedule to the COR for their approval.

(1-C3) Full Scale Exercise (FSE):

The Contractor shall develop a FSE Test Plan and execute a FSE. FSEs test many facets of emergency response. The FSE shall include first responders responding to and immediately recovering from an incident. A FSE focuses on implementing and analyzing plans, policies, and procedures. It is conducted in a real-time, stressful environment that closely mirrors a real incident. The level of support needed to conduct a FSE is greater than needed for other types of exercises. Key contributors will include, but are not limited to, FEMA, state and local government, FEMA-support Contractors and motor coach vendors’ operational management staff to ensure all parties are fully prepared to undertake and manage their respective roles in an evacuation of significant magnitude in accordance with this contract. A document outlining exercise methodology and objectives must be provided for approval of the COR within 10 business days of task order issuance authorizing this activity, unless otherwise specified in the task order.

Once the parties define 1) the test goals, 2) the other organizations who will participate, and 3) what geographic locations are appropriate, then FEMA and the Contractor shall mutually agree on the operational and other functional items and services needed to execute a valid test of the exercises. The services needed for a FSE might include an appropriate number of Evacuation Coaches, staff and equipment for one or more PUPs, and staff and equipment for one or more VSAs and VRPs. A full shift complement for Central Dispatch Operations to control the entire event from activation, through operational execution and final deactivation is necessary. While a one-day “event” is anticipated, some staff locations would necessarily operate beyond that time. In addition, the Contractor shall be responsible for travel, field location vehicle rental, and a limited observation staff.

The Contractor should be aware that vehicles other than traditional motor coaches may be used to support a large ground evacuation for any given event. As such, the Contractor must be able to demonstrate the capability of effectively integrating these vehicles into the exercise. Plans must address how involvements of vehicles other than commercial motor coaches will be anticipated and subsequently managed, including requisite support services. The Contractor shall develop exercises that include:

· Participate in full scale exercise(s) that employ the full operational support of the evacuation support assets and resources

· Participate and respond to a potential real world type of event utilizing all of the operational response assets included in the evacuation operational plan to include VSAs, PUPs and VRPs

· Employ a full shift complement for Central Dispatch Operations

· Employ a full shift of planning and operational support staff

The Contractor shall provide a report on the results of the FSE to include proposed corrective actions, and a corrective action implementation schedule to the COR for their approval.

(1-D) Recurring Training and/or Exercise

Annually, the Contractor shall provide either one training and/or exercise to their key employees on the general Standard Operating Procedures (SOP). This training shall be conducted concurrently and conjoined with a State CONPLAN/OPLAN training and/or exercise. At a minimum, this training shall accomplish the following objectives:

· The contractor shall ensure that staff is trained on the key deliberate evacuation planning basic functions to include understanding of state specific evacuation CONPLANs, OPLANs and motor coach market survey availability basics. This training will include basic knowledge of disaster evacuation crisis action planning

· The training program shall include instruction on the various contract deliverables and the contractor’s procedures such as Standard Operating Procedures, Situation Awareness/After Action Reports, and staff check-in and check-out procedures for the staging areas

· The training should adhere to core requirements addressed in the National Incident Management System, December 2008 (FEMA P-501) as well as other acceptable industry standards and best practices

· As stated in 1-B, the training shall also include a validation and/or certification of completion and competence

· Key employees shall achieve a familiarity and understanding of the General Standard Operating Procedures and how to execute their role in the specified functional area they are assigned

· The contractor shall conduct preparedness training for motor coach services in the event of a mass evacuation. This will include “just in time” (after activation and deployment) training, exercises and readiness events during the period of performance of the contract

· Obtain understanding of basic disaster operational support functions to include motor coach fleet movement coordination; filed operational site functions (including, VSAs, PUPs, VRPs, CVTLs and Debarkations sites); and coordination of motor coach communication and tracking systems

· As stated in 1-C1 thru 1-C3, exercises could either be TTX, FE, and FSE as approved by the COR

· The focus of all exercises should be driven by an established state specific OPLAN(s)

Task 2 Operational Support

The Contractor shall, with little or no warning, respond to an actual or anticipated event that may result in the intercity movement of a significant number of evacuees via motor coaches. The Contractor shall maintain a state of awareness which allows for prompt and orderly deployment of required resources to the operational areas of responsibility. Except in no-notice events, activations can be anticipated and will therefore lend themselves to pre-planning conferences. In such circumstances, the COR shall conduct pre-activation conference calls to discuss possible activations. The discussion of potential activations is a preliminary planning and coordination action and shall not be construed at a tasking or authorization for the Contractor to incur costs. The Contractor, through their Project Director, shall provide relative information and input as required. These pre-planning conference calls are not task orders but are for situational awareness and information sharing.

Upon task order issuance for activation, the Contractor shall deploy personnel to be on site of the designated location within 24 hours. The Contractor shall provide response activities which include overall management of field delivery of support services needed to ensure effective motor coach operations. The Contractor may be required to adjust existing evacuation plans based on the current event scenario to ensure an effective motor coach evacuation. The Contractor shall provide Motor Coach Market Surveys and Site Surveys upon request from the Government. Other response activities include dispatch coordination among motor coach vendors, field observation of the movement of motor coaches, and identifying establishing/operating VSAs and VRPs. The Contractor shall begin deactivation upon the Contracting Officer’s official request. As noted before, the Contractor shall not provide motor coaches or drivers under this contract.

(2-A) Activation The Contractor shall provide overall management support services needed to ensure effective motor coach support evacuation services to include:

· Activating of the Central Dispatch Operations (CDO)

· Adaptive and Crisis Action Planning

· Setting up and managing operational sites

· Fleet Management After the Contractor has been notified to activate by a signed task order or formal notice to activate from the Contracting Officer, the Contractor shall notify and began to deploy their designated personnel. The Contractor personnel shall deploy and arrive at the designated locations and be fully operational within 24 hours of receiving the task order or formal notice to activate from the Contracting Officer. Contractors may be required to travel to any location that supports FEMA during an actual or potential major evacuation involving the use of motor coaches.

In situations where a major event has already occurred and there is clearly a need to conduct motor coach evacuation support, a single or multiple task order(s) would be issued. The Contractor shall identify the minimum number of on-call personnel to alert in preparation for activation. The Contractor must have the capability to respond to a multiple-State disaster.

The Contractor shall receive tactical direction from the prospective impacted State as coordinated through FEMA Region. However, the Contractor must always perform work that is within scope of the task order. Only the Contracting Officer has authority to change the scope of the task order.

· (2-A1) Central Dispatch Operations (CDO) Upon notification by a signed task order or formal notice to activate from the Contracting Officer, the Contractor will activate their CDO. The contractor’s CDO provides overall fleet command and communications services for its staff and operational support services.. This includes continually monitoring the status of motor coaches and their passenger’s movement, on-loading and off-loading evacuees and other ancillary operational and support services, This process will ensure that a responsive communication system is maintained. These concepts and principles emphasize the need for and maintenance of a common operating picture; interoperability; reliability, scalability, and portability; and resiliency and redundancy of any system and its components. A common operating picture is established and maintained by gathering, collating, synthesizing, and disseminating incident information to all appropriate parties. Communications interoperability allows emergency management/response personnel and their affiliated organizations to communicate within and across agencies and jurisdictions via voice, data, or video in real time, when needed, and when authorized. Communications and information systems shall be designed to be flexible, reliable, and scalable in order to function in any type of incident, regardless of cause, size, location, or complexity. Resiliency is the ability of communications systems to withstand and continue to perform after damage or loss of infrastructure. It requires communications systems to avoid relying solely on a sophisticated but vulnerable network of support systems. Practices shall include hardened dispatch centers and transmission systems or infrastructure that can withstand known risks.

CDO will provide regular reports (as directed by the FEMA COR) regarding asset location and manifest information to the appropriate operations centers and the FEMA contract program Manager and COR. The Contractor shall maintain an adequate system to manage their staff’s duties, hours, and travel during response. The CDO will be the central point of contact for disseminating instructions to transportation operations and maintenance staff in the field. The CDO will communicate all necessary procedure changes to field staff and vehicle operators. The CDOs shall maintain continuous communication with operation centers, and their staff assigned to the VSAs, PUPs, Passenger Drop off Points, and VRPs. The CDO shall also maintain communications with the motor coaches, and FEMA. CDO shall ensure that all communications and information technology (IT) equipment is ready for field deployment, is operational, and self-sufficient. The purpose of mobile communication is to provide an office and communication platform capable of moving in to a disaster on short notice and can be staffed to meet the situation, especially when other optional communication linkages are not available.

· (2-A2) Adaptive and Crisis Action Planning

Adaptive Planning: The Contractor may be required to update and adjust existing operational plans to meet event-specific planning given location and disaster-unique conditions and information. These efforts will focus on adjusting the plans based on current motor coach availability, disaster-specific scenarios, the industry proven best practices, and lessons learned.

Crisis Action Planning: In the event that State’s disaster locations have little or no existing evacuation plans, the contractor shall be tasked with developing a crisis action plan. A crisis action plan shall include the development and refinement of operational plans and scenarios; integrating evacuation response capabilities; adjusting or developing event specific routing; and matching of the appropriate mobile assets between various locations. A crisis action plan could also include site surveys to identify various VSAs, PUPs, VRPs; and other motor coach facility sites.

· (2-A3) Operational Sites

The Contractor shall deploy staff to provide liaison and operational support at state and/or federally operated field sites to ensure mission essential functions are being carried out in support of the motor coach evacuation. The aforementioned support staff will also evaluate the site’s need for Adaptive or Crisis action planning updates as defined on section 2-A2. The deployed staff shall coordinate with the CDO and relevant government emergency management officials. The contractor shall manage the motor coach points of interaction including but not limited to the VSAs and VRPs.

I. VSA (Vehicle Staging Area): The Contractor shall establish and manage all VSA(s). The Contractor shall conduct activities to search for and identify potential sites for the VSA. All motor coaches and other motor coaches participating in the intercity movement of evacuees must be processed through a VSA. A VSA is the location where motor coaches participating in the movement of evacuees are processed to include:

· Check-in all motor coaches and ground support vehicles

· Performing quality control checks and inspections

· Refueling vehicles

· Distribute Government provided GPS/mobile communication kits and commodities

· Logistical support and asset monitoring and reporting

The identification and location of a VSA operation is the responsibility of State and/or local government. Vehicles will remain in a ready to deploy status at the VSA until they are directed to deploy to a PUP or Contingency Vehicle Transfer Location (CVTL) location. VSA spacing shall be large enough for 10 motor coaches at the Ready Line and large enough to accommodate the required number of motor coaches for a specific state and hard surfaces (e.g. concrete, asphalt, crushed rock, etc.). The Contractor shall ensure that sufficient accommodations are made for evacuees to include safety and security. A standard VSA operation is comprised of approximately 200 motor coaches. However, a VSA could include up to 1,000 or more motor coaches.

II. VRPs (Vehicle Refresh Point): The Contractor shall provide liaison and operational support at state and/or federally operated VRP sites to ensure mission essential functions are being carried out in support of the motor coach evacuation. The aforementioned support staff will also evaluate the site’s need for Adaptive or Crisis action planning updates. VRP(s). The identification and location of a VRP operation is the responsibility of State and/or local government. When requested by the Contracting Officer, the Contractor shall conduct activities to search for and identify potential sites for the VRP. The Contractor’s staff assigned to the VRP shall monitor the operational activities at this location. A VRP is a location that allows motor coach drivers to rest while their vehicle is being cleaned, refueled and replenished with commodities. A VRP may also function as a VSA in preparation for evacuee reentry operations. VRP spacing large enough for 10 motor coaches at the Ready Line and large enough to accommodate the required number of motor coaches for a specific State and hard surfaces (e.g. concrete, asphalt, crushed rock, etc.).

III. PUP (Pick-up Point): The Contractor shall provide liaison and operational support at state and/or federally operated PUP sites to ensure mission essential functions are being carried out in support of the motor coach evacuation. The aforementioned support staff will also evaluate the site’s need for Adaptive or Crisis action planning updates.. The identification and location of a PUP operation is the responsibility of State and/or local government. A PUP is a location where local government officials stage evacuees in the evacuation area, obtain evacuees information and manifest evacuees to specific motor coaches for transport out of the impacted area. The Contractor shall ensure the PUP is adequate for operations to include an indoor facility with adequate spacing and surface foundation. The Contractor shall be aware that vehicles other than traditional motor coaches may be used to support a large ground evacuation for any given event. As such, operations at the PUP must be structured to consider such contingencies, and plans must address how involvement of vehicles other than commercial motor coaches will be anticipated and subsequently managed, including requisite support services

IV. Debarkation Point: The Contractor shall provide liaison and operational support at state and/or federally operated Debarkation sites to ensure mission essential functions are being carried out in support of the motor coach evacuation. The aforementioned support staff will also evaluate the site’s need for Adaptive or Crisis action planning updates. . A Debarkation Point is the site where evacuees are off-loaded from a motor coach and is typically a designed shelter or other designated safe location to include re-entry of evacuees. The identification and location of a Debarkation operation is the responsibility of State and/or local government. Functional areas of a Debarkation include evacuee drop–off points, passenger processing, shelter facility, pet in-processing area, and a motor coach rest area at either an on-site or nearby off-site location. If re-entry transportation is approved for evacuees, the contractor may be tasked to support re-entry and/or repatriation of evacuees to a safe location as designated by the State. The Contractor shall ensure established debarkation points are secured and coordinate arrival times and passenger manifest with receiving authority. Ensure that all Debarkation locations contain an indoor facility with adequate spacing and surface foundation.

V. CVTL (Contingency Vehicle Transfer Locations): The Contractor shall provide liaison and operational support at state and/or federally operated CVTL sites to ensure mission essential functions are being carried out in support of the motor coach evacuation. The aforementioned support staff will also evaluate the site’s need for Adaptive or Crisis action planning updates. . The identification and location of a CVTL operation is the responsibility of State and/or local government. A CVTL location is where motor coaches or other vehicles are sent if their vehicle is below passenger capacity when leaving the PUP. Passengers are then transferred from their existing vehicle to another motor coach to ensure full capacity before departing for the debarkation location. Potential CVTL locations could be a roadside Welcome Center Area, Rest Area or Weigh Station. The Contractor shall ensure the CVTL are adequate for operations to include adequate spacing and surface space.

Facilities and Logistics Support: For sites identified in the five motor coach operational areas above, the Contractor shall ensure that motor coach operational safety concerns are promptly addressed and corrected. The Contractor shall ensure a safe environment for the evacuees, contractors and operational staff. The Contractor shall be responsible for monitoring and confirming that the required safety requirements are maintained. These monitoring requirements include ensuring adequate fencing, lighting and security for all government designated operating points, and logistics support for the staging location. The provision of space and facilities at federally designated PUP and Debarkation Points is the responsibility of Federal or state/local authorities.

· (2-A4) Fleet Management

The Contractor shall provide 1) dispatch and fleet management services to include deployment of management staff to motor coach operations sites; 2) coordination of fleet assembly; 3) operations, distribution, and retrieval of FEMA supplied property. The Contractor shall be responsible for properly staging incoming motor coaches to be assessed, serviced, and placed in the proper queue for deployment to PUPs. The Contractor shall ensure that the CDO provide the drivers with updated route navigational directions to ensure safe, unobstructed, and traffic-free travel directions. It shall be the responsibility of the Contractor to maintain constant communication with each of their staff from the time of activation to deactivation. Moreover, the Contractor shall re-direct deploying personnel as requirements and locations change during an activation.

The Contractor is responsible for tracking motor coaches from the point where the motor coaches are enroute to the VSA for check-in through its return to the VSA to be checked out of operation. Once the motor coaches arrive at their designated VSA, the motor coaches may be equipped with a FEMA Communication Kit inclusive of the navigation tracking devices. The Contractor must align their approach to asset tracking and visibility with FEMA’s established communications network as identified in section 2-A1. All communications devices used shall be flexible, reliable, and scalable in order to function in any type of incident, regardless of cause, size, location, or complexity to ensure personnel can maintain a constant flow of information during the incident. Upon the Government’s request and based on urgent and critical need, the Contractor’s Fleet Support services tasks may include:

1. Vehicle Refueling: The Contractor may be tasked to provide fuel at designated locations. The Contractor shall identify the point of contact for support services and monitor and confirm the coordination of refueling logistics (including the purchase, transportation, and distribution of fuel to motor coaches).

2. Motor Coach Cleaning: The Contractor may be tasked to provide routine cleaning services for the Motor Coaches. The Contractor shall monitor and confirm that routine motor coach servicing and cleaning (i.e., sanitation of rest rooms, floors and seats, etc.) to prepare vehicles for follow-on evacuation support are being provided.

3. Coordination of Lodging and Meals: The Contractor may be tasked to provide the food/water for evacuees and drivers. The Contractor may be tasked to serve as a point of coordination for the drivers of the motor coaches to obtain lodging and meals. The Contractor shall distribute food/water to evacuees and drivers.

The Contractor shall also validate during the motor coach check in process at the VSA (as indicated in 2-A3) that motor coaches and motor coaches drivers and their vehicles comply with required U.S. Department of Transportation (DOT), Federal Motor Carrier Safety Administration (FMCSA) guidelines to include:

· Appropriate commercial driver’s license (CDL) to include CDL Group B/Endorsement P for motor coaches and CDL Group B/Endorsement S for motor coaches

· Company employing drivers are financial stable and responsible

· Drivers meet other DOT/ FMCSA requirements and standards

· Divers adhere to and have record of safe driving practices

· Vehicles are properly maintained and meets federal safety requirements standards

· Drivers employer (company) maintains accident registers

· Fatigued drivers guidelines are followed and practiced

· Adequate vehicle inspection and repairs are maintained for motor coaches

· Hazardous material and other required safety guidelines are practiced on motor coaches

Quality Control: The Contractor’s quality control personnel shall perform mechanical and operational assessments on motor coaches and other ground evacuation support vehicles. The driver’s qualifications ensure compliance with the contract requirements and any applicable Federal, state, or local law or regulation concerning the over-the-road operation of motor coaches. Any motor coaches or other evacuation support vehicles that are assessed and fails to meet the necessary quality control requirements will not be permitted to participate in evacuation operations until such as deficiencies are corrected and the motor coach is re-assessed. The Contractor shall provide sufficient oversight of such quality control activities to ensure efficient execution of the quality control function.

The Contractor shall develop a general Standard Operating Procedure (SOP) at the time of contract award to address the following for all aspects of the Contractor’s evacuation planning response in accordance with applicable federal regulations and standards:

· Command, Control, Communications and Reporting requirements

· Limits in weather forecasting related to motor coach evacuation

· Evacuations addressing the special needs of children who may be isolated from their parents

· Accommodations for children and adults with and without disabilities who have access or functional needs

· Site Requirements, Management, Security and phases and stages of motor coach movement and operations

· Loading and unloading procedures of passengers and their baggage

· Evacuations of animals to include service animals and pets

· Loading and transport of hazardous materials and medical equipment

· Evacuations involving environmental contamination and victim decontamination procedures for motor coach evacuations

· Driver work and rest schedules and accommodations

· Vehicle quality control assessment and maintenance

· Passenger management

· Safeguard of Personally Identifiable Information

· Emergency Evacuations of motor coaches due to fire or other incidents

· Activation, operation, and close out procedures The Contractor shall update their standard operating procedure appropriately when federal or state requirements change, notify the COR of the change, and must be accurate. The Contractor shall not release any Personally Identifiable Information without the approval of the Contracting Officer.

(2-B) Deactivation The time and extent of deactivation shall be determined by the Contracting Officer based upon support requirements within the theater of operations. It is anticipated that deactivation of resources shall occur in a phased manner. Normal deactivation will normally take up to 24 hours. However, the COR may specify other time frames or a phased deactivation when necessary.

In conjunction with the CO’s authorization, deactivation shall occur in a timely manner. A deactivation notice shall be issued in writing by the CO or verbally communicated to the Contractor by the CO with a written direction to follow. A deactivation notice shall contain a date and time that resources are to deactivate. In the case of a notice to “immediately” deactivate a resource, the resources shall deactivate in a prompt and efficient manner. Any FEMA provided communication/navigation units used on vehicles to transport evacuees shall be required to “out-process” at the aforementioned VSA or other site as directed by the deactivation notice.

Operational Close Out: In accordance with instructions from FEMA to de-activate, the contractor’s CDO will issue instructions to Contractor staff to complete tasks and return home in accordance with the task order operational close out. Operational close out plans may need to be modified based upon the circumstances of the event. CDO will deactivate in a manner consistent with the ability to re-activate rapidly for a new activation.

The Contractor shall provide an after-action report to the COR. The report will include equipment usage and final inventory. The report shall also include a report on the performance of equipment and teams to include lessons learned, best practices, safety record, and recommendations for major plan maintenance and procedural revisions. An inventory of Government Furnish Equipment and Government Furnish Property must be accounted for during the replenishment process following an evacuation. As appropriate, additional information concerning maintenance operations must be provided to the COR for use in its after-action review. The after-action report shall be submitted to the COR within 10 business days of deactivation has been completed unless specified otherwise in the task order.

5.0 Property Administration:

The Government shall appoint a property administrator to provide oversight and management of all Government Furnished Property (GFP) provided under this contract. GFP refers to all property owned by, leased to, or otherwise acquired by the government under the terms of a contract.