RFI 70FA3124I00000014 - IWMTS - Questionnaire Final 6.13.24.xlsx

Cover Sheet

Federal Emergency Management Agency (FEMA) Incident Workforce Management and Training System (IWMTS) Request for Information (RFI)

Vendor: Please insert vendor name

POC #1: (Please provide name, email, and phone number) POC #2: (Please provide name, email, and phone number)

Deadline: July 15, 2024 1000 EST

Background & Instructions

Background: The Federal Emergency Management Agency (FEMA) provides incident workforce management capabilities through the Deployment Tracking System (DTS), a web-based deployment coordination and management tool maintained by FEMA’s Workforce Management Division of the Field Operations Directorate (FOD). DTS allows FEMA to manage, implement, and improve standardized deployment processes for incident response and provide oversight of deployments including the management of personnel during pre-event, event, and post-event cycles of an incident. DTS functions as the personnel deployment system for FEMA’s incident workforce, the Surge Capacity Force (SCF), and other Department of Homeland Security (DHS) components and federal agencies including but not limited to the DHS Volunteer Force.

In addition to workforce deployment capabilities, FEMA plans to expand the scope of the capabilities to include a more holistic concept of the incident workforce management mission. That mission includes four interrelated elements:

· Deployment Workforce Management enables FEMA to efficiently deploy responders with the required qualifications and equipment where they are needed.

· Emergent Incident Workforce (EIW) establishes the Homeland Security Incidents program office within FEMA to manage response and recovery operations for significant non-Stafford Act events that are not declared a National Security Event or a major disaster.

· Training and education adds learning management system/learning content management system (LMS/LCMS) capabilities.

· Workforce Readiness (WR) is intended to help ensure the readiness and well-being of the incident workforce by providing insight into and more directly managing the complete deployment cycle, including appropriate rest and recuperation, training and exercises, and other support required for the workforce.

To manage the incident workforce, FEMA must efficiently deploy responders with required qualifications, and equipment, manage Stafford and non-Stafford act incidents, train, educate and qualify the workforce and ensure the well-being of the workforce by managing a complete deployment cycle. Integrated learning includes both position task book (PTB) and FEMA Qualification System (FQS) training as well as training and education in ancillary areas. Deployment of FEMA and non-FEMA personnel to non-Stafford Act incidents requires many of the same incident workforce management capabilities as declared disasters.

FEMA has identified 5 key tasks and associated subtasks and necessary capabilities to meet their mission needs. These tasks include:

1. Ensure a qualified workforce

2. Manage and track deployments

3. Manage events and incidents

4. Provide data analytics and reporting

5. Enable system administration and support

Purpose: The purpose of this questionnaire is to collect information that FEMA needs to understand the capabilities of those organizations who may want to provide their software system and/or integration services to FEMA in its endeavor to modernize its deployment tracking system and augment with an integrated learning management system. We are sending this questionnaire to collect background information about current systems capabilities and their relevance to high-level FEMA capability tasks.

Section 1 - Participant Profile includes several questions regarding your company and any teaming arrangements you may leverage as part of a IWMTS solution.

Section 3 - System Attributes includes a set of questions arranged by several system attributes applicable to any software system (e.g. compatibility, scalability, useability, etc…). The responses are free form.

Section 4 - Cost, Schedule, and Risk includes a set of questions in each of these programmatic areas. The responses are free form.

Section 5 - The "Necessary Capabilities" worksheet is provided for reference. It provides the necessary capabilities mapped to each subtask.

Conditions & Assumptions:

· The solution will need to operate on a FedRAMP High Impact level cloud

· The number of simultaneous users, number, frequency, and size of deployments—will continue to grow

· The technology should be of sufficiently high maturity (greater than or equal to Technology Readiness Level (TRL) 6 such that it can be fielded by FEMA in timely manner

· Solution concepts should be compliant with FEMA and DHS security and IT standards, including cyber security and supply chain risk management We should provide some assumptions of users and user growth over time…even if a rough range since this will likely be a cost driver

Instructions: Please fill out the form electronically within this Excel document and email the file to the FEMA contracting officer. Alternatively, you may print out the questionnaire and record your answers directly on the form. If you do this, please scan your completed form and email back the response to the appropriate FEMA contracting officer.

Deadline: The RFI should be submitted by 7/15/2024, by 10:00 AM ET. Update with agreed upon date. Suggest about a month for vendors to respond

Questions: If you have any questions about this questionnaire, please contact Contracting Officer, Judith Hicklin, at Judith.Hicklin@fema.dhs.gov and Contract Specialist, Michelle Morgan at michelle.morgan@associates.fema.dhs.gov. Update with FEMA POC.

Section 1 - Participant Profile

Section 2 - Functional Tasks

Section 3 - System Attributes

Section 4 - Cost, Sked, Risk

Sect. 5 Necessary Capabilities

· the ability for defined users to complete Position Task Books (PTBs)

· the ability to assign one or more PTB to a user

· the ability for defined users to track progress towards an individual’s completion of position task book requirements. This includes tracking of all tasks and associated evaluations, as well as training.

· the ability for defined users to request one or more qualifications/positions, which align to PTBs

· the ability for defined users to explore available positions/qualifications and the requirements to achieve those positions/qualifications (these requirements are those outlined in PTBs)

· enable defined users to register for courses and ensuring those users meet course eligibility requirements

· allow users to be added to wait lists for courses that are full

· allow for automatic enrollment for new hires and prerequisites

· configure automated processes aligned with position training requirements

· process multiple training application, authorization, and funding forms as required for course registration

· allowing for updates/changes to specific content

· allowing for cascading changes (changes that can be automatically implemented across courses, units, modules, etc.)

· ability to remove specific content

· ability to store course-related materials

· ability to store administrative material

· require administrative or supervisory permission to access course and course materials

· ability to serve as a training material repository that meets IT library best practices

· ability to create a tailored module with specific knowledge student did not test well for

· allow for test-out opportunities when appropriate

· inform student on what specific aspects of learning they missed

· provide gradebook with rubrics

· allow for pre- and post-testing

· allow for standard and non-standard testing

· ability to analyze data related to the qualification process

· ability to analyze emerging incident workforce issues

· ability to assess and report on mission capability against standard metrics, pursuant to readiness requirements

· ability to assess deployment data

· ability to assess overall staffing and forecast staffing needs

· ability to generate and edit organizational structure reports (both during disaster and steady state operations)

· ability to provide standardized time-sensitive (real-time or near-real-time) status reports in support of disaster operations

· ability to assess training needs

· ability to analyze emerging incident workforce issues specific to an event or incident

· ability to assess event staffing and forecast staffing needs

· ability to compile and review data associated with events and incidents

· providing a unique identifier for each user

· ensuring that user profiles are unique (i.e., no user has more than one profile)

· providing the ability to manage and store an employee's past experience and assign equivalency for initial position assignments

· providing the ability to define, assign, update, and store multiple titles and roles across multiple events/incidents

· and providing the ability to for defined users to add and update contact information.

Validation Lists