Sources Sought Notice (693J922RQ0011047) Recruitment Tool Final.pdf

Action Code: Sources Sought

Classification Code: B537 - Special Studies/Analysis – Medical/Health

Solicitation: N/A

Agency/Office: National Highway Traffic Safety Administration (NHTSA)

Location: National Highway Traffic Safety Administration HQ

NAICS Code: 813319 Other Social Advocacy Organizations $16M

Point of Contract: Lauren Weitzel, Contracting Specialist, ph (202) 366-9667

Title: Volunteer EMS Recruitment Tool

Description(s):

The National Highway Traffic Safety Administration (NHTSA) intends to issue a sole source with the National Volunteer Fire Council (NVFC) for Volunteer EMS Recruitment Tool for a period of fifteen (15) months.

In addition to providing notice of intent to sole source contract for these services, this notice seeks to identify any potential qualified Small Business (SB), Small Disadvantaged Business (SDB), 8(a) Certified SDB, HUBZone SB, VOSB SDVOSB, or WOSB concerns that may be interested in and capable of performing the work described herein.

NHTSA welcomes all qualified Small Business concerns, with the appropriate NAICS Code and past experience to submit their Corporate Capability Statements that demonstrate their ability to successfully accomplish the goals of the project as listed below. NHTSA does not intend to award a contract on the basis of responses to this notice or otherwise pay for the preparation of any information submitted. Acknowledgement of receipt of responses will not be made; no formal evaluation of the information received will be conducted by NHTSA. NHTSA may;

however later on issue a Request for Proposals (RFP). However, should such a requirement fail to materialize, no basis for claims against NHTSA shall arise as a result of a response to this notice. (see attached Draft SOW)

Background:

In 2020, NHTSA's National EMS Advisory Council recommended that NHTSA assemble a committee of subject matter experts to identify root causes that impact the ability to recruit and retain rural and volunteer EMS practitioners and publish findings in a tool kit for use by rural and volunteer EMS agencies.

This simplified acquisition with the National Volunteer Fire Council (NVFC) will support the contract development of a data-driven and evidence-based EMS recruitment tool kit for volunteer and rural EMS agencies. Development of the tool kit shall be supported by subject matter experts from national EMS organizations. The contractor will disseminate the tool kit and evaluate its effectiveness.

Objective:

The objective of this task order is to develop the Retention and Recruitment for the Volunteer Emergency Medical Services on-line resource for EMS systems nationwide.

Due to the negative impacts of the COVID-19 Pandemic, many public safety and emergency response systems across the United States are now facing unprecedented workforce shortages.

The NHTSA Office of EMS is eager to help national Emergency Medical Services (EMS) organizations and systems – our main constituents – find ways to increase and support their workforce, particularly volunteers.

The contractor shall be required to complete a work plan, study organizational and individual behaviors that influence effective strategies to recruit and retain workers, incorporate research findings into existing programs and standards, provide project progress reports, and submit the final report to NHTSA.

NHTSA OEMS will support a contractor to complete a work plan, use existing data and information from their study of organizational and individual behaviors that influence effective strategies to recruit and retain workers, incorporate their research findings into existing EMS-related programs and standards, provide project progress reports, and submit a final report to be approved by NHTSA and posted on EMS.gov.

Capabilities:

The corporate capability statement must address the capabilities necessary to accomplish the scope outlined above as well as the additional tasks and characteristics given below:

1. Designate a Project Manager to provide liaison and coordination between NHTSA and the staff and volunteer membership of the Contractor and to manage all aspects of the project and keep the NHTSA COR and ACOR apprised of the progress being made under the Contract;

2. Carry out the project as described in the Contractor’s technical proposal and detailed final work plan, as coordinated with the COR. Submit the final work plan to the NHTSA COR, no later than 60 days after the Contract award. The Contractor shall finalize the project timeline as well as any remaining items necessary to carry out the project into its work plan. The final work plan will serve to guide the Contractor’s project implementation;

3. Assemble a group of subject matter experts to identify root causes that impact the ability to recruit and retain rural and volunteer EMS practitioners and study successful providers to identify best practices;

4. Conduct a literature review to identify additional sources of information related to the recruitment and retention of volunteer EMS practitioners;

5. Use the information gathered via the subject matter experts, literature review, and national fire and EMS orgs to develop an electronic resource manual for use by rural and volunteer EMS providers for the purpose of improving their recruitment and retention efforts;

6. Advise NHTSA's COR of any problems in implementing or making progress on any activities performed under this Contract, as well as recommended strategies or revisions to the Project description to permit successful performance;

7. Present to and receive approval from the NHTSA COR for any deviations from the procedures or objectives stated in this statement of responsibilities before such deviations are implemented. Deviations to the agreement should be presented in writing;

8. Participate in a start-up meeting and/or call within thirty (30) days of the Contract award.

Key project team members and NHTSA staff will meet in an initial meeting to review the project’s objectives, planned course of action, responsibilities, and to begin finalizing the work plan which was submitted as part of the application. The meeting will also serve as a forum to resolve any questions regarding the Contractor’s approach;

9. Prepare and submit monthly/quarterly reports beginning three (3) months after the Agreement award describing the status and progress of activities outlined in the project work plan and include any resources developed and deliverables completed during the quarter. The reports will include an up-to-date summary of accomplishments by the Contractor; obstacles and problems encountered and proposed solutions; noteworthy activities, events, or successes; and a Financial Statement of funds expended to date;

10. Participate in a final briefing at NHTSA Headquarters in Washington, DC, or via phone, near completion of the project and prior to the end of the period of performance. The contractor should be prepared to discuss on-going goals, implications of continued vs. completion of partnership and to assess new gaps or initiatives that project has identified; and,

11. Submit a final report to the NHTSA COR by the completion date of the Contract.

Format of Corporate Capabilities Statement:

The anticipated period of performance is for a base period fifteen (15) months. A Time and Materials and firm fixed price contract is anticipated.

Interested firms should identify their capability provide the services described above. The written response must include detailed information relating to the specific data being requested.

Expressions of interest without sufficient detail to permit evaluation of one’s ability to provide the requested information will not be considered.

This notice of intent is not a request for competitive proposals nor is a Request-for-Proposal solicitation document currently available. A determination by the Government not to compete this action based upon responses to this notice is solely within the discretion of the Government.

Information received will be considered solely for the purpose of determining whether to conduct a competitive acquisition. In the absence of responses from interested firms demonstrating their capability, NHTSA intends to request a proposal from the National Volunteer Fire Council (NVFC) on a noncompetitive basis for the work described. Responses must be received by the listed procuring office with 15 days from the date of publication of this notice.